INVOICE PROCESSING
Auto-Draft Vendor Dispute Emails for Off-Contract Charges
When a reconciled invoice contains charges that violate the contract, an agent drafts a clear.
How it runs
The automated pipeline, trigger to output.
- TriggerInvoice marked overbilled in AirtableAirtable
- ActionPull line items and contract terms from AirtableAirtable
- LogicAgent maps breaches to clauses and totals dispute
- ActionDraft itemized dispute email in OutlookOutlook
- OutputUpdate Airtable to dispute-drafted with draft linkAirtable
What it does
This is an agent-driven follow-through for invoices that fail reconciliation. Given a flagged invoice and the matching contract, the agent identifies exactly which line items breach which agreed terms, calculates the total disputed amount, and writes a professional dispute email that quotes the relevant contract language. The draft is saved to Outlook so an AP lead reviews and sends it without writing anything from scratch.
When to use it
Use this when overbilling disputes are frequent and writing each rebuttal by hand eats your AP team's time. It standardizes tone, ensures every dispute cites the contract, and shortens the cycle from catch to challenge.
How it works
- 1A flagged invoice record in Airtable (status: overbilled) triggers the run.
- 2The agent pulls the invoice line items and the stored contract terms from Airtable.
- 3It reasons over which lines breach which clauses and totals the disputed amount.
- 4It composes an itemized dispute email citing the specific contract terms.
- 5The draft is created in Outlook addressed to the vendor contact.
- 6The Airtable record is updated to "dispute drafted" with a link to the draft.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect OutlookMail, calendar, contacts.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
More Invoice Processing workflows
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Nightly audit that flags duplicate payments already made
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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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