INVOICE PROCESSING
Invoice PDF Archiving to Drive with Snowflake Ledger Sync
Extracts the PDF from each Outlook invoice email, files it into a vendor-foldered Google Drive structure.
How it runs
The automated pipeline, trigger to output.
- TriggerNew Outlook email with invoice attachmentOutlook
- ActionRead PDF header fields with AIOpenAI
- ActionUpload renamed PDF to vendor Drive folderGoogle Drive
- ActionAppend normalized row to Snowflake ledgerSnowflake
- OutputMark source email archived in OutlookOutlook
What it does
Takes every vendor invoice arriving in Outlook, lifts the PDF attachment, and uses an LLM to read the header fields so the document can be named and filed consistently. It stores the PDF in a Google Drive folder keyed by vendor and period, then appends a normalized row — vendor, invoice number, date, amount, currency, and the Drive link — to a Snowflake ledger table that finance uses for spend reporting and audit.
When to use it
Use this when the priority is a clean, searchable archive and a queryable ledger rather than payment approval — for example to satisfy audit retention or to feed BI dashboards. It pairs well with a separate approval workflow.
How it works
- 1A new Outlook email with an invoice attachment triggers the run.
- 2OpenAI reads the PDF header to pull vendor, number, date, and amount.
- 3The flow uploads the renamed PDF to a vendor folder in Google Drive.
- 4It builds a normalized ledger record including the Drive link.
- 5The record is appended to the Snowflake invoice ledger table.
- 6The original email is marked archived in Outlook.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect Google DriveDocs, sheets, slides, files.
- 4Connect SnowflakeWarehouses, queries, shares.
- 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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