INVOICE PROCESSING
Outlook Invoice Intake with PO Matching and ClickUp Exception Routing
Watches an Outlook accounts-payable mailbox for vendor invoices, extracts line items with AI, matches each PO number against your purchase-order table.
How it runs
The automated pipeline, trigger to output.
- TriggerNew email in AP Outlook mailboxOutlook
- ActionExtract invoice fields and line items with AIOpenAI
- ActionLook up purchase order in PostgresPostgres
- LogicBranch: PO match and total within tolerance?
- ActionInsert approved invoice into PostgresPostgres
- OutputCreate ClickUp exception task for mismatchesClickUp
What it does
Monitors a shared Outlook mailbox for incoming vendor invoices, pulls the PDF or body text, and uses an LLM to extract the vendor, invoice number, totals, and line items. It looks up the referenced purchase-order number in your Postgres PO table and compares amounts and line quantities. Clean matches are written to the invoices table as approved; anything that fails to match — wrong PO, amount over tolerance, or no PO at all — becomes a ClickUp exception task.
When to use it
Use this when invoices arrive by email and your team manually keys them and cross-checks POs in a spreadsheet. It removes the data entry and the eyeballing, while still keeping a human in the loop for the cases that actually need judgment.
How it works
- 1A new email lands in the watched Outlook mailbox and triggers the run.
- 2The flow extracts the invoice fields and line items with OpenAI.
- 3It queries Postgres for the matching purchase order.
- 4A branch checks whether the PO exists and the total is within tolerance.
- 5Matches are inserted into the invoices table as approved.
- 6Mismatches are routed to ClickUp as a tagged exception task with the parsed data attached.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect PostgresAny Postgres URL — query, write, migrate.
- 4Connect ClickUpDocs + tasks + chats in one workspace.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, 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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