INVOICE PROCESSING
Flag subscription invoices that exceed the negotiated rate card
Watches an AP inbox for incoming SaaS subscription invoices, compares each line item against your negotiated rate card.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice email in AP inboxGmail
- ActionExtract vendor, period, and totalOpenAI
- ActionLook up negotiated rate for vendorSnowflake
- LogicCompare billed vs expected against tolerance
- OutputPost overcharge alert to finance channelSlack
What it does
This workflow catches silent price creep on recurring software subscriptions. Every time a vendor invoice lands in your accounts-payable inbox, it parses the amount and vendor, looks up the negotiated unit price you have on file, and computes the variance. If the invoice charges more than the rate card allows beyond a small tolerance, it alerts your finance channel before the bill gets paid.
When to use it
Use this when you manage dozens of SaaS subscriptions and vendors quietly raise prices, add seats, or drop a discount at renewal. It is built for AP analysts and finance ops who can't manually re-check every recurring invoice against the original contract.
How it works
- 1A new email matching invoice filters arrives in the AP Gmail inbox and triggers the run.
- 2An extraction step reads the vendor name, billing period, and total from the message body and PDF.
- 3The rate card is queried for that vendor's agreed unit price and committed quantity.
- 4A logic branch computes expected vs billed and checks the gap against tolerance.
- 5If the invoice is over the rate card, an itemized variance alert is posted to the finance Slack channel for review.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect SnowflakeWarehouses, queries, shares.
- 4Connect SlackChannels, DMs, threads, mentions.
- 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.
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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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