INVOICE PROCESSING
OCR uploaded subscription invoices and reconcile to the rate card ledger
Triggers when an invoice PDF is dropped in a shared Drive folder, extracts the vendor and line items via OCR, matches them to the rate card.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice PDF in Drive folderGoogle Drive
- ActionDownload and OCR invoice documentOpenAI
- ActionLoad negotiated rate cardSnowflake
- LogicReconcile lines and assign pass/drift status
- OutputWrite reconciled rows to Airtable ledgerAirtable
What it does
This workflow turns a pile of uploaded invoice PDFs into a clean, reconciled ledger. When a new invoice file appears in a shared folder, it OCRs the document, pulls out vendor and per-line pricing, matches each line to your negotiated rate card, and records the result with a clear pass or drift status so the ledger is always audit-ready.
When to use it
Use this when invoices arrive as PDFs from many sources and your reconciliation lives in spreadsheets. It fits small finance teams who want every uploaded invoice automatically parsed and checked against agreed rates without manual data entry.
How it works
- 1A new file lands in the monitored Google Drive invoices folder and triggers the run.
- 2The file is downloaded and OCR extracts vendor, line items, and totals.
- 3The negotiated rate card is loaded for matching.
- 4A logic step reconciles each line and assigns a pass or drift status with the variance.
- 5A reconciled row per invoice is written to the Airtable ledger, drift-flagged rows highlighted for follow-up.
Set it up
What you configure once, before turning it on.
- 1Connect Google DriveDocs, sheets, slides, files.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect SnowflakeWarehouses, queries, shares.
- 4Connect AirtableBases, tables, views, automations.
- 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
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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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