INVOICE PROCESSING
Emailed Invoice Discount Extractor and Triage
Watches a shared AP inbox, uses an LLM to pull payment terms and totals out of PDF invoices attached to incoming email.
How it runs
The automated pipeline, trigger to output.
- TriggerNew email in shared AP inboxGmail
- ActionDownload attached invoice PDFGmail
- ActionExtract vendor, total, due date, and discount term with OpenAIOpenAI
- LogicTag record as discount-eligible when a valid early-pay window exists
- ActionWrite structured invoice to Airtable ledgerAirtable
- OutputReply in the email thread confirming receipt and due dateGmail
What it does
Most vendor invoices arrive as PDFs attached to email, with payment terms buried in fine print. This workflow reads each inbound invoice email, extracts the vendor, amount, due date, and any discount term, then files a clean structured record so nothing falls through the cracks at month end.
When to use it
Use it when invoices come into a shared accounts-payable Gmail inbox and you want them parsed and logged automatically instead of someone copying numbers by hand.
How it works
- 1A new email arrives in the monitored AP Gmail inbox, firing the trigger.
- 2The flow downloads the attached invoice PDF.
- 3An OpenAI extraction step reads the document and returns structured fields: vendor, invoice number, total, due date, and discount term.
- 4A logic branch tags the record as discount-eligible when a valid early-pay term and an open window are detected.
- 5It writes the structured invoice to the Airtable ledger.
- 6It replies in the original Gmail thread confirming receipt and the captured due date so the vendor and your team share a record.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 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.
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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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