INVOICE PROCESSING
Weekly Contract Leakage Digest
On a weekly schedule, scans all invoices reconciled in the past week, totals the overbilling caught and the dollars still in dispute.
How it runs
The automated pipeline, trigger to output.
- TriggerWeekly schedule fires
- ActionQuery past week's reconciled invoices from AirtableAirtable
- LogicAggregate variance and rank worst vendors
- ActionWrite narrative summary with OpenAIOpenAI
- OutputEmail leakage digest to finance via OutlookOutlook
What it does
This is the reporting layer over your reconciliation pipeline. Once a week it sweeps every invoice processed in the trailing seven days, sums how much overbilling was detected, how much was recovered, and how much remains disputed, then ranks vendors by total variance. Finance gets a single digest email showing where contract leakage is concentrated so renegotiation and escalation efforts target the right vendors.
When to use it
Use this when individual flags are handled day-to-day but leadership needs a recurring, aggregated view of which vendors consistently overbill and how much money the reconciliation process is actually saving.
How it works
- 1A weekly schedule triggers the run.
- 2The past week's reconciled invoice records are queried from Airtable.
- 3A logic step aggregates total flagged, recovered, and open-dispute amounts and ranks vendors by variance.
- 4OpenAI writes a concise narrative summary highlighting trends and top offenders.
- 5The formatted digest is emailed to the finance distribution list via Outlook.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect OutlookMail, calendar, contacts.
- 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.
More Invoice Processing workflows
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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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