INVOICE PROCESSING
Agent That Investigates Match Exceptions and Drafts Vendor Disputes
For each open three-way match exception, an agent gathers the PO, receipt, and invoice context, decides whether it is a price, quantity, or timing issue.
How it runs
The automated pipeline, trigger to output.
- TriggerSchedule over open exceptions
- ActionGather PO, receipt, invoice, vendor historyPostgres
- LogicAgent classifies root cause and dispute need
- ActionDraft vendor dispute emailGmail
- OutputOpen Asana follow-up task for buyerAsana
What it does
Takes the exceptions that simpler matching jobs flag and does the judgment work on top: it reads the full document trail, reasons about the likely cause, and produces a ready-to-send dispute and a tracked task so AP only has to review and approve.
When to use it
Use this when your exceptions need narrative explanation, not just a number, and your team spends real time writing one-off emails to suppliers about overbilling or short shipments.
How it works
- 1A schedule kicks off the agent over the day's open exceptions.
- 2The agent queries Postgres for each exception's PO, receipt, and invoice lines and prior vendor history.
- 3It classifies the root cause as price variance, quantity short or over, or a receipt-timing gap and decides whether a dispute is warranted.
- 4For disputes, it drafts a specific email citing the PO and the disputed amounts via Gmail as a draft.
- 5It opens an Asana task assigned to the responsible buyer with the context attached.
- 6Cases below tolerance are noted and closed without a draft.
Set it up
What you configure once, before turning it on.
- 1Connect PostgresAny Postgres URL — query, write, migrate.
- 2Connect GmailRead, draft, send, label.
- 3Connect AsanaTasks, projects, milestones — everywhere.
- 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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