INVOICE PROCESSING
Email Invoice Ingest, Extract, and Three-Way Match
Watches a shared AP mailbox, extracts line items from invoice PDFs with AI, matches them against PO and receipt data in Postgres.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice email in AP mailboxGmail
- ActionExtract line items and PO number from PDF with AIOpenAI
- ActionFetch matching PO and receipt rows from PostgresPostgres
- LogicThree-way compare totals and quantities
- ActionWrite passing invoices to payment queuePostgres
- OutputEmail vendor the mismatched lines on failureGmail
What it does
Turns a noisy AP inbox into a structured match pipeline. It reads invoice emails, extracts vendor, PO number, and line items from the attached PDF, then runs a three-way match against your procurement tables in Postgres. Clean invoices are queued for payment; failures trigger an automatic, polite clarification email to the vendor.
When to use it
Use this when invoices arrive as email attachments rather than through a portal, and someone is keying them in by hand before matching. Best for mid-volume AP teams that already keep PO and receipt data in a database.
How it works
- 1A new email arrives in the monitored AP Gmail mailbox (trigger).
- 2The PDF attachment is sent to an OpenAI extraction step that returns structured line items and the PO number.
- 3A query pulls the matching PO and goods-receipt rows from Postgres.
- 4A logic step performs the three-way comparison on totals and quantities.
- 5Passing invoices are written to the payment queue table in Postgres.
- 6Failing invoices generate a vendor reply via Gmail listing the exact mismatched lines and what is needed to resolve them.
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.
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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