INVOICE PROCESSING
Duplicate and suspicious vendor invoice screen from Outlook
Screens every emailed vendor invoice against historical invoices in BigQuery to catch duplicates and suspicious bank-detail changes.
How it runs
The automated pipeline, trigger to output.
- TriggerVendor invoice arrives in Outlook AP inboxOutlook
- ActionExtract vendor, invoice number, amount, bank details with OpenAIOpenAI
- ActionQuery vendor invoice history and known bank details in BigQueryBigQuery
- LogicFlag duplicates and changed remit-to bank accounts
- ActionRecord cleared invoices in BigQueryBigQuery
- OutputAlert AP lead on Slack for duplicates or fraud riskSlack
What it does
Before an invoice ever reaches matching, this flow checks it for the two cheapest ways AP loses money: paying the same invoice twice and paying a fraudulently altered bank account. It fingerprints each new invoice and compares it to the vendor's history.
When to use it
Run this as a front gate on your AP intake when you process invoices from many vendors and worry about duplicate payments or payment-redirection fraud. It is a guardrail, not a full matcher, so it pairs well with a separate PO-match flow.
How it works
- 1A vendor invoice arrives in the Outlook AP inbox.
- 2OpenAI extracts vendor name, invoice number, amount, and the remit-to bank details.
- 3BigQuery is queried for prior invoices from the same vendor and for the vendor's last-known banking details.
- 4Logic flags a duplicate if invoice number or amount-plus-date already exists, and flags fraud risk if bank details changed.
- 5Clean invoices are recorded in BigQuery as cleared for processing.
- 6Any duplicate or changed-bank invoice triggers a Slack alert tagging the AP lead with the specific reason.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect BigQueryDatasets, queries, schemas.
- 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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Three-Way Match Exception Router by Variance Type
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Route parsed Front invoices to the right Slack approver by amount
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Three-way match Front invoices against purchase orders in Postgres
Parses a Front vendor invoice and runs a three-way match against the matching purchase order and receipt records in Postgres, posting pass or exception results to Slack.
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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