INVOICE PROCESSING
Hold invoices from unknown suppliers and open a ClickUp onboarding task
Checks each Outlook supplier invoice against the approved-vendor master in Postgres.
How it runs
The automated pipeline, trigger to output.
- TriggerNew supplier invoice email in OutlookOutlook
- ActionExtract sender domain and supplier name
- ActionMatch against approved-vendor master in PostgresPostgres
- LogicBranch: known vendor vs. unknown vendor
- OutputCreate ClickUp approval or onboarding-hold taskClickUp
What it does
Adds a vendor-verification gate at invoice intake. Every inbound invoice's sender domain and supplier name are checked against the approved-vendor master in Postgres. Known suppliers flow to normal approval; unknown ones are quarantined and turned into a ClickUp onboarding task so procurement vets the vendor before any money moves.
When to use it
Use it when you must confirm a supplier is approved and not fraudulent before paying them, and new or spoofed vendors currently slip straight into the approval queue. It blocks payment-fraud and rogue-spend at the front door.
How it works
- 1A new invoice email in Outlook triggers the run.
- 2The sender domain and supplier name are extracted from the message.
- 3Postgres is queried against the approved-vendor master for a match.
- 4A branch splits known suppliers from unrecognized ones.
- 5Known suppliers get a standard ClickUp approval task.
- 6Unknown suppliers get a ClickUp vendor-onboarding task in a Hold list, with the invoice attached and payment blocked until they are approved.
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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