INVOICE PROCESSING
Guard against duplicate or double-period vendor billing
On each new vendor invoice, checks BigQuery for an existing invoice covering the same vendor and billing period.
How it runs
The automated pipeline, trigger to output.
- TriggerNew vendor invoice emailOutlook
- ActionParse vendor, number, billing period
- ActionSearch history for overlapping invoiceBigQuery
- LogicClassify duplicate vs overlap vs clear
- ActionRaise incident on suspected duplicatePagerDuty
- OutputAlert AP to hold paymentSlack
What it does
Catches the costly anomaly of paying twice: a vendor that re-sends an invoice, bills the same period under a new number, or whose charge overlaps a period you already paid. On every incoming invoice it looks for a prior record covering the same vendor and billing window and blocks the obvious duplicates from sliding through.
When to use it
Use this when invoice volume is high and duplicate or overlapping-period bills are a recurring leak. It is most valuable for vendors that frequently reissue or change invoice numbering.
How it works
- 1A new invoice email triggers the run from the AP inbox in Outlook.
- 2The vendor, invoice number, and covered billing period are parsed.
- 3The flow queries BigQuery for any existing invoice from the same vendor covering an overlapping period.
- 4A branch classifies the match as exact duplicate, overlapping period, or clear.
- 5Suspected duplicates raise a PagerDuty incident and a Slack alert with both invoice references so payment is held pending review.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect BigQueryDatasets, queries, schemas.
- 3Connect PagerDutyIncidents, on-call, escalations.
- 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.
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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