INVOICE PROCESSING
Agentic resolver for mismatched vendor invoices
When a PO match fails, an agent investigates the discrepancy across BigQuery PO and receipt data, drafts a clarification email to the vendor in Outlook.
How it runs
The automated pipeline, trigger to output.
- TriggerFlagged invoice mismatch event received
- ActionInvestigate PO, invoices, and receipts in BigQueryBigQuery
- LogicDiagnose price, quantity, partial-ship, or missing-receipt cause
- ActionDraft and send vendor clarification email via OutlookOutlook
- OutputOpen Asana task tracking the exception to closureAsana
What it does
Takes a flagged invoice mismatch and does the legwork an AP clerk would: it digs into the PO history and goods-receipt records, forms a hypothesis for why the line does not match, drafts a specific question to the vendor, and tracks the open item until it resolves.
When to use it
Use it downstream of a matching flow when your exception queue is full of mismatches that each need investigation and a vendor conversation. It is agent-driven because the resolution path differs per case rather than following fixed branches.
How it works
- 1A flagged invoice mismatch event triggers the agent.
- 2The agent queries BigQuery for the PO, prior invoices, and goods-receipt records to understand the gap.
- 3It reasons about whether the issue is price, quantity, a partial shipment, or a missing receipt.
- 4It drafts a tailored clarification email to the vendor and sends it from the AP Outlook mailbox.
- 5It opens an Asana task with the diagnosis, the email sent, and the suspected root cause for AP to track to closure.
Set it up
What you configure once, before turning it on.
- 1Connect BigQueryDatasets, queries, schemas.
- 2Connect OutlookMail, calendar, contacts.
- 3Connect AsanaTasks, projects, milestones — everywhere.
- 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
Catch duplicate invoices as they hit your AP inbox
Watches your accounts-payable Gmail inbox for incoming invoice emails, fingerprints each one, and routes likely duplicates to a review label instead of into the approval queue.
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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