INVOICE PROCESSING
New-Vendor Invoice Triage and Onboarding Approval
Detects invoices from senders not yet in your Postgres vendor master, holds them, and creates a ClickUp onboarding-approval task so finance can vet and add the vendor before any…
How it runs
The automated pipeline, trigger to output.
- TriggerNew Outlook invoice emailOutlook
- ActionExtract vendor identity and bank details with AIOpenAI
- ActionMatch against vendor master in PostgresPostgres
- LogicBranch: known vendor or new-vendor candidate?
- ActionQueue known-vendor invoice in PostgresPostgres
- OutputCreate ClickUp onboarding-approval taskClickUp
What it does
Screens incoming Outlook invoices against your vendor master in Postgres. Invoices from known, active vendors continue into normal processing. Invoices from senders or company names that do not match a registered vendor are flagged as new-vendor candidates: the flow extracts the vendor's name, bank details, and tax ID with an LLM, holds the invoice, and opens a ClickUp onboarding task with that data prefilled for finance to review and approve.
When to use it
Use this to close a common fraud and control gap — invoices from unrecognized or spoofed vendors slipping into the payment queue. It forces a deliberate onboarding decision before a first payment to any new party.
How it works
- 1A new Outlook invoice email triggers the run.
- 2OpenAI extracts vendor name, bank details, tax ID, and amount.
- 3The flow checks the vendor master in Postgres for a match.
- 4A branch separates known vendors from new-vendor candidates.
- 5Known-vendor invoices are queued for standard processing.
- 6New-vendor candidates create a ClickUp onboarding-approval task with the extracted details.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect PostgresAny Postgres URL — query, write, migrate.
- 4Connect ClickUpDocs + tasks + chats in one workspace.
- 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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