INVOICE PROCESSING
Email Invoice Attachments to Structured Airtable Ledger
Monitors a billing inbox for invoice attachments, extracts the data with OpenAI, and writes a clean row to an Airtable accounts-payable ledger with duplicate detection…
How it runs
The automated pipeline, trigger to output.
- TriggerNew email with attachment in billing inboxGmail
- ActionExtract invoice data with OpenAIOpenAI
- LogicCheck Airtable for duplicate invoiceAirtable
- LogicStop if duplicate, else continue
- OutputCreate AP ledger row in AirtableAirtable
What it does
Captures invoices that arrive as email attachments and files each one as a structured record in an Airtable ledger, deduplicating by vendor and invoice number.
When to use it
Use this when invoices come in by email and someone has to download, read, and manually log them into a spreadsheet or AP tracker. It is for teams who want a single source of truth in Airtable without a payment step, ideal before you wire up automated paying.
How it works
- 1A new email with a PDF or image attachment lands in the monitored Gmail inbox and triggers the run.
- 2OpenAI extracts vendor name, invoice number, amount, currency, and due date from the attachment.
- 3A logic step searches Airtable for an existing row matching the same vendor and invoice number.
- 4If a duplicate is found, the run stops and flags it; otherwise it continues.
- 5A new row is created in the Airtable AP ledger with all extracted fields and a link back to the source email.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 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.
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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.
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.
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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