INVOICE PROCESSING
Agent reconciles Dropbox invoices and drafts a PO when none exists
An agent reads each new Dropbox invoice, finds its purchase order in Airtable, and validates line items; when no PO exists, it researches the vendor, drafts a matching PO record.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice PDF in DropboxDropbox
- ActionAgent extracts lines, vendor, PO refOpenAI
- LogicSearch Airtable for matching POAirtable
- ActionDraft a PO from invoice lines if none existsOpenAI
- ActionWrite Pending Confirmation PO to AirtableAirtable
- OutputNotify buyer in Slack to confirmSlack
What it does
This workflow handles the messy case: an invoice arrives with no matching purchase order on file. An agent reads the invoice, searches Airtable for a PO by number and vendor, and when it finds none, it reconstructs a likely PO from the invoice lines, looks up the vendor's known terms, and creates a draft PO record flagged for a buyer to confirm rather than silently paying an unauthorized bill.
When to use it
Use it when off-PO spend is a recurring headache — field purchases, emergency orders, or vendors who invoice before a PO is cut. It gives buyers a structured starting point instead of a blank form and keeps every off-PO invoice visible.
How it works
- 1A new invoice PDF in Dropbox triggers the agent.
- 2The agent extracts line items, vendor, and any PO reference.
- 3It searches Airtable for a matching PO. If found, it validates lines and marks the result.
- 4If no PO exists, the agent drafts a PO record from the invoice lines and vendor data.
- 5It writes the draft PO to Airtable in a Pending Confirmation state.
- 6It posts a summary to the buyer's Slack with the invoice, the drafted PO, and a confirm prompt.
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 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.
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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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