INVOICE PROCESSING
Three-way match supplier invoices against PO and receipt before ClickUp approval
On each Outlook invoice, pulls the matching purchase order and goods-receipt records from Postgres and verifies quantity and price agree within tolerance before creating…
How it runs
The automated pipeline, trigger to output.
- TriggerNew supplier invoice email in OutlookOutlook
- ActionExtract PO number, quantity, and amount
- ActionFetch PO header and goods-receipt from PostgresPostgres
- LogicBranch: within tolerance vs. mismatch
- OutputCreate ClickUp approval task (matched)ClickUp
- OutputCreate ClickUp exception task with deltas (mismatch)ClickUp
What it does
Runs a classic three-way match on every incoming supplier invoice. It compares the invoice line totals against the original purchase order and the recorded goods receipt held in Postgres, and only invoices that agree within your tolerance band reach the approval lane. Anything off-amount becomes a flagged exception with the deltas spelled out.
When to use it
Use it when you require PO and receipt verification before payment and your controllers are doing that reconciliation by hand. It enforces the control automatically and gives finance an audit trail of why each invoice passed or failed.
How it works
- 1A new invoice email in Outlook starts the run.
- 2The invoice's PO number, quantities, and amount are extracted.
- 3Postgres is queried for the matching PO header and the goods-receipt record.
- 4A branch checks whether invoice amount and quantity match PO and receipt within tolerance.
- 5On a match, a ClickUp approval task is created tagged Three-Way-Matched.
- 6On a mismatch, a ClickUp exception task is created listing the price and quantity deltas for a buyer to resolve.
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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