INVOICE PROCESSING
Outlook supplier-invoice intake to ClickUp with duplicate-PO guard
Watches a shared Outlook invoices mailbox, extracts the PO number and amount from each supplier invoice, checks Postgres for an existing PO match.
How it runs
The automated pipeline, trigger to output.
- TriggerNew email in Outlook invoices folderOutlook
- ActionExtract PO number, supplier, and total from invoice
- ActionLook up PO in Postgres invoice ledgerPostgres
- LogicBranch: duplicate PO vs. new PO
- ActionInsert PO and amount into Postgres ledgerPostgres
- OutputCreate ClickUp task in Approval or Duplicate-Review laneClickUp
What it does
Turns a noisy supplier-invoice inbox into clean, deduplicated ClickUp tasks. Every inbound invoice email is parsed for its PO number, supplier, and total, checked against a ledger of already-seen POs in Postgres, then routed to the right ClickUp lane so AP never pays the same PO twice.
When to use it
Use it when suppliers email invoices to one shared mailbox and your AP team manually triages them into a tracker. It removes copy-paste data entry and catches the classic failure mode where a supplier re-sends the same invoice and it gets paid again.
How it works
- 1A new email arriving in the Outlook invoices folder triggers the run.
- 2The PDF/body is parsed to pull PO number, supplier name, and total amount.
- 3Postgres is queried for any prior invoice carrying the same PO number.
- 4A branch decides: known PO goes to the Duplicate-Review lane, new PO continues.
- 5The PO and amount are written to the Postgres ledger to seed future dedupe checks.
- 6A ClickUp task is created in the Approval lane with supplier, amount, and the attachment linked.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect PostgresAny Postgres URL — query, write, migrate.
- 3Connect ClickUpDocs + tasks + chats in one workspace.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
More Invoice Processing workflows
Catch duplicate invoices as they hit your AP inbox
Watches your accounts-payable Gmail inbox for incoming invoice emails, fingerprints each one, and routes likely duplicates to a review label instead of into the approval queue.
Gate invoice approvals on a duplicate cross-check
When an approver clicks Approve in your AP system, a webhook re-validates the invoice against paid history in Postgres and Stripe charges.
Nightly audit that flags duplicate payments already made
Runs every night to scan the last 90 days of Stripe payments against your Postgres invoice ledger.
Block duplicate Stripe payouts before they send
When a new vendor invoice is queued for payment in Stripe, cross-check it against your paid-invoice history in Postgres and halt any payout that matches an already-paid invoice.
Agent that codes Front invoices to GL accounts and drafts a bill
An agent reads each Front vendor invoice, assigns GL account codes per line item using your chart of accounts and past coding history.
Detect duplicate Front invoices and archive originals to S3
Parses each Front vendor invoice, checks it against a history table for duplicates, archives the source PDF to S3 with a normalized key, and alerts AP when a duplicate is caught.
Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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