INVOICE PROCESSING
Three-Way Match: Invoice, PO, and Goods Receipt Validation
On a scheduled batch, validates unprocessed Outlook invoices against both their purchase order and the recorded goods receipt in Postgres.
How it runs
The automated pipeline, trigger to output.
- TriggerScheduled batch of pending invoices
- ActionLoad PO and goods-receipt rows from PostgresPostgres
- ActionNormalize line descriptions with AIOpenAI
- LogicBranch: quantities and prices agree across all three?
- ActionMark invoice ready-to-pay in PostgresPostgres
- OutputOpen ClickUp task for each varianceClickUp
What it does
Runs a periodic batch over invoices that have been parsed but not yet cleared. For each one it performs a full three-way match: invoice versus purchase order versus the goods-receipt record. It confirms that ordered, received, and billed quantities agree and that unit prices match the PO. Only invoices that pass all three checks are marked ready to pay; partial receipts, over-billing, or price drift are escalated to ClickUp with the specific failing field called out.
When to use it
Use this when you receive goods against POs and need stronger control than a simple PO lookup — for example to catch suppliers billing for more than was delivered, or invoicing at a price above the agreed PO rate.
How it works
- 1A schedule fires and pulls pending invoices from Postgres.
- 2For each invoice the flow loads the linked PO and goods-receipt rows.
- 3An LLM normalizes line descriptions so receipt and invoice lines align.
- 4A branch evaluates quantity and price agreement across all three documents.
- 5Full matches are flagged ready-to-pay in Postgres.
- 6Discrepancies become ClickUp tasks naming the variance.
Set it up
What you configure once, before turning it on.
- 1Connect PostgresAny Postgres URL — query, write, migrate.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect ClickUpDocs + tasks + chats in one workspace.
- 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
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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