INVOICE PROCESSING
Three-Way Match Exception Router (PO + Receipt + Invoice)
Compares each incoming invoice against its purchase order and goods receipt, auto-approves clean matches, and routes any quantity or price mismatch to the right approver in Slack.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice row in Airtable AP intakeAirtable
- ActionLook up linked PO and goods receipt by PO numberAirtable
- LogicCompare quantity and unit price within tolerance
- ActionMark clean matches Approved in AirtableAirtable
- LogicClassify exception type (qty / price / missing receipt)
- OutputRoute exception with variance to cost-center owner in SlackSlack
What it does
Runs a classic three-way match on every invoice your AP inbox receives. It pulls the matching purchase order and goods receipt, compares quantities and line-item prices within tolerance, and decides whether the invoice can be paid as-is or needs a human. Clean matches are marked approved; exceptions are routed to the owner of the cost center with the exact discrepancy spelled out.
When to use it
Use this when AP is manually eyeballing PO vs. receipt vs. invoice and the backlog of mismatches is slowing payments. It is the core exception-routing workflow for any team doing PO-based procurement.
How it works
- 1A new invoice row lands in the Airtable AP intake table (trigger).
- 2The workflow looks up the linked PO and goods receipt records by PO number.
- 3A logic step compares quantity and unit price against a configurable tolerance band.
- 4Matches within tolerance get flagged `Approved` and written back to Airtable.
- 5Any line outside tolerance is classified by exception type (qty, price, or missing receipt).
- 6The exception, with the offending lines and the variance amount, is posted to the cost-center owner in Slack for approval.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect SlackChannels, DMs, threads, mentions.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
More Invoice Processing workflows
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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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