INVOICE PROCESSING
Ingest Emailed Vendor Statements and Flag Untracked Charges
Triggers when a vendor statement PDF arrives by email, extracts its line items, checks each against recorded invoices in Postgres.
How it runs
The automated pipeline, trigger to output.
- TriggerVendor statement email receivedGmail
- ActionExtract line items from PDF with OpenAIOpenAI
- ActionQuery recorded invoices from PostgresPostgres
- LogicFind charges with no matching invoice
- OutputReply to thread itemizing untracked chargesGmail
What it does
Watches a shared AP inbox for incoming vendor statement attachments, reads the line items out of the PDF, and cross-checks every charge against your recorded invoices. Any statement line with no corresponding invoice on file is flagged as an untracked charge that needs investigation before payment.
When to use it
When vendors email statements ad hoc rather than on a fixed cycle, and you want reconciliation to happen the moment a statement lands instead of waiting for a batch job. Keeps the responding thread with the vendor so questions resolve in context.
How it works
- 1A new email matching the vendor-statement label/sender triggers the flow.
- 2The PDF attachment is parsed with OpenAI to extract structured line items (invoice number, date, amount, description).
- 3Postgres is queried for invoices on record for that vendor.
- 4A logic step finds statement charges with no matching recorded invoice.
- 5If untracked charges exist, a reply is sent to the original email thread (cc finance) itemizing them; otherwise the statement is marked reconciled.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect PostgresAny Postgres URL — query, write, migrate.
- 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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