INVOICE PROCESSING
Autonomous Vendor Onboarding from First Invoice
An agent that, when an invoice arrives from an unrecognized vendor, researches the vendor, drafts a complete vendor profile, files supporting documents.
How it runs
The automated pipeline, trigger to output.
- TriggerInvoice from unrecognized vendorGmail
- ActionExtract vendor and banking details with OpenAIOpenAI
- ActionResearch vendor legitimacy on the webExa
- ActionFile documents in vendor Google Drive folderGoogle Drive
- OutputOpen vendor onboarding task in AsanaAsana
What it does
Act on first contact from a new vendor. When an invoice comes from a company not yet in your records, the agent extracts the details, enriches them with public research, organizes the paperwork, and prepares a ready-to-review onboarding packet.
When to use it
Use this when new vendors regularly send their first invoice before any formal onboarding, leaving finance to scramble for tax IDs, addresses, and payment terms. It front-loads that legwork so approval is the only manual step.
How it works
- 1A new invoice email from an unrecognized sender triggers the run.
- 2The agent extracts the vendor name, address, and banking details from the invoice with OpenAI.
- 3It researches the vendor on the web to confirm legitimacy and fill gaps like registration and domain.
- 4It files the invoice and any attachments into a per-vendor Google Drive folder.
- 5It assembles a vendor profile and opens an onboarding task in Asana for finance to verify and approve.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect ExaNeural search across the web.
- 4Connect Google DriveDocs, sheets, slides, files.
- 5Connect AsanaTasks, projects, milestones — everywhere.
- 6Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 7Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 8Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
More Invoice Processing workflows
Dollar-Threshold Match Variance Escalation Chain
Routes three-way match variances up an approval ladder by dollar size — small ones to the line manager, large ones to the controller.
Front vendor invoice to Airtable approval packet with line-item parse
Watches a Front inbox for vendor invoice emails, extracts header and line-item data from the body and PDF attachment, and writes a structured.
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.
Three-Way Match Exception Router by Variance Type
When a new invoice fails three-way match against its PO and receiving record, this workflow classifies the mismatch (price, quantity, or missing receipt) and routes each variance…
Route parsed Front invoices to the right Slack approver by amount
Parses an incoming Front vendor invoice and posts an interactive Slack approval card to the approver whose spending threshold matches the invoice total.
Three-way match Front invoices against purchase orders in Postgres
Parses a Front vendor invoice and runs a three-way match against the matching purchase order and receipt records in Postgres, posting pass or exception results to Slack.
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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