INVOICE PROCESSING
Vendor Payment-Terms Renegotiation Outreach
Monthly, an agent reviews spend per vendor, identifies high-volume vendors whose current terms have no early-pay discount.
How it runs
The automated pipeline, trigger to output.
- TriggerMonthly procurement-review schedule
- ActionPull trailing spend and current terms per vendor from AirtableAirtable
- LogicRank vendors with no early-pay discount by spend and negotiation upside
- ActionDraft tailored renegotiation emails with OpenAIOpenAI
- ActionLog targets and drafts to Airtable for trackingAirtable
- OutputCreate review-ready Gmail drafts for the procurement ownerGmail
What it does
The biggest savings come from changing the terms themselves, not just paying early on the ones you have. This agent looks across your vendor spend, finds your largest relationships that currently offer no early-pay discount, and drafts a specific, evidence-backed proposal asking for one — leverage you already have but rarely use.
When to use it
Run it monthly as a procurement-leverage pass over your AP data when you want to systematically push for better terms with vendors you spend the most with.
How it works
- 1A monthly schedule starts the agent run.
- 2The agent pulls trailing spend and current terms per vendor from the Airtable ledger.
- 3It reasons over the data to rank vendors by spend where no early-pay discount exists today and the relationship is worth a negotiation ask.
- 4For each top candidate it drafts a tailored renegotiation email citing your payment history and volume and proposing concrete terms.
- 5It logs each proposed target and draft back to Airtable for tracking.
- 6It sends the drafts as ready-to-send Gmail drafts to the procurement owner for review and one-click send.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect GmailRead, draft, send, label.
- 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
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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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