INVOICE PROCESSING
Outlook invoice approval routing by amount and cost center
Reads emailed vendor invoices, looks up the cost center owner in BigQuery, and routes each invoice for approval to the right manager via Microsoft Teams using amount-based…
How it runs
The automated pipeline, trigger to output.
- TriggerVendor invoice received in Outlook AP inboxOutlook
- ActionExtract amount, vendor, and cost center code with OpenAIOpenAI
- ActionResolve cost center owner and threshold in BigQueryBigQuery
- LogicSelect approver tier by amount and escalation rules
- ActionLog routing decision and approver to BigQueryBigQuery
- OutputSend approval request to manager in Microsoft TeamsMicrosoft Teams
What it does
Turns an emailed invoice into an addressed approval request. It identifies which cost center the spend belongs to, finds the responsible approver, and applies your approval matrix so small invoices go to a line manager while large ones escalate to finance leadership.
When to use it
Use it when invoices are emailed in but approvals happen informally over chat or get stuck because nobody knows whose budget it hits. It enforces your delegation-of-authority rules automatically.
How it works
- 1A vendor invoice lands in the Outlook AP inbox.
- 2OpenAI extracts the amount, vendor, and any cost center or project code on the document.
- 3BigQuery resolves the cost center to its owner and the applicable approval threshold.
- 4Logic selects the approver tier based on the invoice amount and escalation rules.
- 5A Microsoft Teams approval request is sent to the chosen manager with the invoice summary and a link.
- 6The routing decision and assigned approver are logged back to BigQuery for audit.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect BigQueryDatasets, queries, schemas.
- 4Connect Microsoft TeamsChannels, chats, files.
- 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.
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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