INVOICE PROCESSING
Validate invoice math and tax before posting to the ledger
OCRs each invoice, recomputes line subtotals, tax, and grand total, and either posts arithmetically sound invoices to Postgres or returns math errors and tax mismatches…
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice emailGmail
- ActionOCR line items and stated totalsOpenAI
- LogicRecompute subtotal, tax, and grand total
- ActionPost validated invoice to ledgerPostgres
- OutputEmail math or tax discrepancy to vendorGmail
What it does
Guards your ledger against arithmetic and tax errors. The flow extracts every line item, independently recomputes the subtotal, applies the expected tax rate for the vendor's jurisdiction, and compares its computed grand total to the printed total. Clean invoices post; failing ones bounce back to the vendor with the exact discrepancy.
When to use it
Use this when invoices frequently arrive with rounding errors, wrong tax rates, or totals that don't foot, and you want to catch them before they enter the books rather than during reconciliation.
How it works
- 1A new invoice email triggers the run.
- 2OCR extracts line items, printed subtotal, tax, and grand total.
- 3The flow recomputes subtotal, applies the expected tax rate, and derives its own total.
- 4A validation check compares computed values to printed ones within a cent tolerance.
- 5Passing invoices are posted to the Postgres ledger as ready for approval.
- 6Failing invoices trigger a reply email to the vendor itemizing the math or tax mismatch.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect PostgresAny Postgres URL — query, write, migrate.
- 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
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.
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.
AI agent that investigates suspected duplicate invoices
When a new invoice can't be cleared by exact-match rules, an AI agent reviews paid history for near-duplicates (split bills, renamed vendors, rounding) and recommends pay, hold…
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.
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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