INVOICE PROCESSING
Send a daily digest of unmatched Dropbox invoices to AP
Runs on a schedule, scans all invoices processed that day, and emails the AP team a single digest of every invoice whose line items failed PO validation, sorted by dollar impact.
How it runs
The automated pipeline, trigger to output.
- TriggerDaily schedule fires
- ActionQuery Needs Review invoices in AirtableAirtable
- LogicSort by variance, count total exposure
- ActionFormat scannable digest with OpenAIOpenAI
- OutputEmail digest to AP via OutlookOutlook
What it does
Instead of pinging AP on every exception, this workflow batches them. Once a day it reviews all invoices logged in the Airtable tracker, finds the ones flagged as line-item mismatches against their POs, ranks them by the size of the variance, and sends one consolidated digest email so the team can clear exceptions in a single sitting.
When to use it
Use it when real-time alerts create noise and your AP team prefers to batch-review exceptions at a set time. Good for steady, predictable invoice volume where nothing needs same-minute attention but nothing should slip through either.
How it works
- 1A daily schedule trigger fires at your chosen time (e.g. 8am).
- 2The flow queries Airtable for invoices marked Needs Review since the last run.
- 3A logic step sorts them by total variance amount and counts the exposure.
- 4OpenAI formats the list into a scannable digest with one line per invoice.
- 5Outlook sends the digest to the AP distribution list; if there are zero exceptions, it sends an all-clear note instead.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect OutlookMail, calendar, contacts.
- 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
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Nightly audit that flags duplicate payments already made
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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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