INVOICE PROCESSING
Intake Emailed Invoices and Reconcile Against Contracts
Captures invoices that arrive as Outlook email attachments, files them into Dropbox, extracts the totals, reconciles them against stored contract rates in Airtable.
How it runs
The automated pipeline, trigger to output.
- TriggerInvoice email with attachment hits Outlook inboxOutlook
- ActionSave attachment to vendor folder in DropboxDropbox
- ActionExtract totals and line items with OpenAIOpenAI
- ActionFetch contracted rates from AirtableAirtable
- LogicCompare billed vs contract; label clean or flagged
- OutputWrite result and route in AirtableAirtable
What it does
Many vendors still email invoices rather than uploading them. This workflow grabs invoice attachments from a monitored Outlook inbox, saves each to the correct Dropbox vendor folder for the record, parses the totals, and runs the same contract reconciliation against Airtable. Clean invoices land in the ready-to-pay queue; anything exceeding contract terms is tagged for review — all without manual filing or re-keying.
When to use it
Use this when vendor invoices come in over email and you want a single automated front door that archives, reads, and price-checks them before they enter your AP process.
How it works
- 1A new email with an attachment arrives in the monitored Outlook invoice inbox.
- 2The attachment is saved to the matching vendor folder in Dropbox.
- 3OpenAI extracts the vendor, totals, and line items from the document.
- 4The vendor's contracted rates are fetched from Airtable.
- 5A logic step compares billed amounts to contract and labels each invoice clean or flagged.
- 6The result is written to Airtable, routing clean to ready-to-pay and flagged to review.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect DropboxFiles and folders.
- 3Connect OpenAIModels, embeddings, files.
- 4Connect AirtableBases, tables, views, automations.
- 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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