INVOICE PROCESSING
Emailed Invoice Auto-Approve Within Match Tolerance
Parses invoices arriving in a Gmail inbox, runs a three-way match against PO and receipt data.
How it runs
The automated pipeline, trigger to output.
- TriggerInvoice email received in labelGmail
- ActionExtract line items from PDFOpenAI
- ActionLook up PO + receipt in PostgresPostgres
- LogicCheck lines against tolerance bands
- ActionAuto-approve and mark in PostgresPostgres
- OutputForward exceptions to AP reviewerGmail
What it does
Most matched invoices differ from the PO by a few cents or a rounding unit. This workflow reads invoices straight from email, matches them against the PO and receiving record, and clears everything that falls inside your defined price and quantity tolerance automatically. Only out-of-tolerance invoices reach a human.
When to use it
Use it when vendors email PDF invoices and your AP team is rubber-stamping near-perfect matches by hand. It cuts the manual queue down to the genuine exceptions.
How it works
- 1A new invoice email lands in the monitored Gmail label and triggers the run.
- 2An OpenAI extraction step reads PO number, line items, quantities, and amounts from the attachment.
- 3The workflow looks up the PO and goods-receipt rows in Postgres.
- 4Logic checks each line against the configured price and quantity tolerance bands.
- 5Within tolerance: the invoice is marked approved in Postgres and a confirmation reply is sent.
- 6Out of tolerance: the variance is forwarded to the AP reviewer via Gmail with the mismatched lines highlighted.
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.
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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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