INVOICE PROCESSING
Extract Emailed Invoices and Stage Them for Three-Way Match
Watches an AP inbox, parses each incoming vendor invoice PDF into structured line items with an LLM.
How it runs
The automated pipeline, trigger to output.
- TriggerInvoice email arrives in AP inboxGmail
- ActionExtract structured line items with OpenAIOpenAI
- LogicValidate PO reference and line-total sum
- OutputStage normalized invoice in PostgresPostgres
What it does
Turns unstructured invoice emails into match-ready data. It reads invoices arriving in the AP mailbox, extracts vendor, PO number, line items, quantities, and amounts, and inserts a normalized record keyed to the purchase order.
When to use it
Use it as the front door of an invoice pipeline when vendors email PDF or inline invoices and someone currently rekeys them by hand before any matching can happen.
How it works
- 1A new email arrives in the monitored Gmail AP label (trigger).
- 2The flow pulls the message body and attachment text.
- 3An OpenAI step extracts structured fields: vendor, PO reference, line items, unit prices, quantities, tax, and total, returning JSON.
- 4A logic step validates the extraction has a PO reference and that line totals sum to the stated total, flagging unparseable invoices.
- 5Valid invoices are inserted into the Postgres staging table linked to the referenced PO, ready for the three-way match flow.
- 6Unparseable messages are left in the inbox flagged for manual entry.
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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