INVOICE PROCESSING
Archive validated Dropbox invoices to S3 and post them to a Postgres ledger
After an invoice passes PO line-item validation, copies the original PDF to a structured S3 archive and writes the parsed totals and line items into a Postgres accounting ledger…
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice PDF in DropboxDropbox
- ActionExtract header + line items with OpenAIOpenAI
- LogicValidate lines against PO, pass only cleanAirtable
- ActionArchive original PDF to S3AWS S3
- OutputInsert header + line rows into Postgres ledgerPostgres
What it does
This is the record-keeping half of invoice intake. Once an invoice clears validation against its PO, the workflow files the original PDF into a dated, vendor-organized S3 bucket and inserts a normalized row set — header plus line items — into your Postgres ledger so finance can query spend without touching the source files.
When to use it
Use it when you need durable audit storage and a queryable spend ledger downstream of approval, separate from the day-to-day AP review queue. Ideal for teams that already validate invoices elsewhere and want a clean handoff into reporting and retention.
How it works
- 1A new invoice PDF in the Dropbox folder triggers the run.
- 2OpenAI extracts the header and line items, including PO number and totals.
- 3The flow validates the lines against the matching PO in Airtable.
- 4A branch passes only invoices that fully match; mismatches are skipped (handled by a separate review flow).
- 5The original PDF is copied to S3 under `s3://invoices/{vendor}/{year}/`.
- 6Parsed header and line rows are inserted into the Postgres ledger tables.
Set it up
What you configure once, before turning it on.
- 1Connect DropboxFiles and folders.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 4Connect AWS S3Buckets, objects, signed URLs.
- 5Connect PostgresAny Postgres URL — query, write, migrate.
- 6Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 7Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 8Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
More Invoice Processing workflows
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Front vendor invoice to Airtable approval packet with line-item parse
Watches a Front inbox for vendor invoice emails, extracts header and line-item data from the body and PDF attachment, and writes a structured.
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.
Three-Way Match Exception Router by Variance Type
When a new invoice fails three-way match against its PO and receiving record, this workflow classifies the mismatch (price, quantity, or missing receipt) and routes each variance…
Route parsed Front invoices to the right Slack approver by amount
Parses an incoming Front vendor invoice and posts an interactive Slack approval card to the approver whose spending threshold matches the invoice total.
Three-way match Front invoices against purchase orders in Postgres
Parses a Front vendor invoice and runs a three-way match against the matching purchase order and receipt records in Postgres, posting pass or exception results to Slack.
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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