INVOICE PROCESSING
Match Dropbox vendor invoices against a PO sheet, line by line
Watches a Dropbox folder for new vendor invoice PDFs, extracts every line item, and validates each against your purchase-order sheet in Airtable.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice PDF in Dropbox inboxDropbox
- ActionExtract line items + PO number with OpenAIOpenAI
- ActionLook up matching PO lines in AirtableAirtable
- LogicCompare each line; compute price/qty variance
- OutputMark Approved or Needs Review in AirtableAirtable
What it does
When a vendor drops an invoice PDF into a shared Dropbox folder, this workflow reads it, pulls out each line item (SKU, quantity, unit price), and compares those lines to the matching purchase order in your Airtable PO sheet. It catches quantity overages, price drift, and items that were never ordered before anyone pays the bill.
When to use it
Use it when AP receives invoices as files rather than EDI, and someone is manually keying line items into a sheet to confirm them against POs. Best for teams processing dozens to hundreds of invoices a month who want a paper trail of what matched and what didn't.
How it works
- 1A new PDF lands in the watched Dropbox `/invoices/inbox` folder and fires the trigger.
- 2OpenAI extracts structured line items and the referenced PO number from the document.
- 3The flow looks up that PO number in Airtable and pulls its ordered lines.
- 4A comparison step matches each invoice line to a PO line and computes price/quantity variance.
- 5If every line is within tolerance, the invoice record is marked Approved in Airtable; otherwise it is marked Needs Review with the specific mismatches listed.
Set it up
What you configure once, before turning it on.
- 1Connect DropboxFiles and folders.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 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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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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