INVOICE PROCESSING
Email the vendor automatically when a Dropbox invoice fails PO validation
Validates each new Dropbox invoice against the Airtable PO sheet and, when line items don't match, drafts and sends a clear discrepancy email to the vendor via Outlook so AP…
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice PDF in DropboxDropbox
- ActionExtract line items + PO ref with OpenAIOpenAI
- ActionFetch matching PO from AirtableAirtable
- LogicDetect line-level price/qty variance
- ActionDraft itemized discrepancy note with OpenAIOpenAI
- OutputSend discrepancy email to vendor via OutlookOutlook
What it does
This workflow turns a failed invoice check into an outbound vendor conversation. After extracting and validating invoice line items against the purchase order, any mismatch produces a specific, itemized email to the vendor explaining exactly which lines are off and what was expected — sent straight from your Outlook AP mailbox.
When to use it
Use it when the bottleneck isn't catching bad invoices but following up on them. If your AP team spends time writing one-off emails like "line 3 was billed at $12 but the PO says $10," this automates that exchange while keeping a human in the loop only for approvals.
How it works
- 1A new invoice PDF in the Dropbox `/invoices/inbox` folder triggers the run.
- 2OpenAI extracts line items and the PO reference from the file.
- 3The flow pulls the matching purchase order from Airtable.
- 4A logic step checks for any line-level price or quantity variance.
- 5If clean, it stops and marks the record paid-ready in Airtable.
- 6If not, OpenAI composes a plain, itemized discrepancy summary and Outlook sends it to the vendor contact on file.
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 OutlookMail, calendar, contacts.
- 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.
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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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