INVOICE PROCESSING
Reconcile Dropbox Invoices Against Contract Rates
Watches a Dropbox folder for new vendor invoices, extracts line items, matches each rate against the agreed rates stored in Airtable.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice file added to Dropbox folderDropbox
- ActionExtract line items from PDF with OpenAIOpenAI
- ActionLook up vendor's agreed rates in AirtableAirtable
- LogicCompare billed rates to contract; flag overages
- ActionMark clean invoices approved-ready in AirtableAirtable
- OutputEmail itemized discrepancies to AP reviewerOutlook
What it does
Every time a vendor drops a new invoice PDF into a shared Dropbox folder, this workflow reads the line items, looks up that vendor's contracted rates in Airtable, and compares each billed rate to what was actually agreed. Lines that exceed the contract rate (or appear with no matching contract entry) are flagged. A clean invoice is routed straight to approval; a flagged invoice is held and the discrepancy is emailed to the AP reviewer.
When to use it
Use this when vendors bill you on negotiated rate cards and you want a hard gate against silent price creep, unit-rate drift, or off-contract charges before anyone clicks approve.
How it works
- 1A new file landing in the Dropbox invoices folder triggers the run.
- 2The PDF is parsed with OpenAI into structured line items (vendor, SKU, unit rate, quantity, total).
- 3The vendor's agreed rates are pulled from the Airtable contracts base.
- 4A logic step compares each billed rate to the contract rate and tags overages or off-contract lines.
- 5Clean invoices are written back to Airtable as "approved-ready."
- 6Flagged invoices send an itemized discrepancy email to the reviewer via Outlook.
Set it up
What you configure once, before turning it on.
- 1Connect DropboxFiles and folders.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 4Connect OutlookMail, calendar, contacts.
- 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.
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Agent that codes Front invoices to GL accounts and drafts a bill
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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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