Check invoices against purchase orders

Checking every invoice against its purchase order by hand is slow, and most of them are fine. When an email with an invoice attached arrives, this reads the vendor, amount and PO number from the PDF and looks the order up in your Purchase Orders sheet.

An invoice within 5% of its order is approved automatically. One more than 5% over, or with no matching order, goes to your finance manager to approve or reject. Every invoice and its outcome is added to your Invoice log sheet.

GmailWhen an email arrives. Save it as invoice_email.When an email arrives. Save it as invoice_email.

Purchase orders sheetSet poSheet to blank.

Invoice log sheetSet logSheet to blank.

Finance manager's emailSet financeManagerEmail to blank.

Download the invoiceDownload the attachments on email invoice_email. Save it as attachments.Gmail

Vendor, amount and PO number on the invoiceRun an AI agent: Read this invoice and save it as invoice.

Look up the purchase orderRead the rows of poSheet. Save it as po.Google Sheets

Set result to Approved automatically.Set result to Approved automatically.

How far the invoice is over the PO (%)Work out the percent change from po.rows[0].Amount to invoice.output.amount and save it as percent_over_po.

If po.count is 0 or percent_over_po is greater than 5If po.count is 0 or percent_over_po is greater than 5

Yes

Ask the finance managerRequest approval: Approve invoice from invoice.output.vendor that is over its purchase order or has none Save it as decision. Who to ask: financeManagerEmailInvoice from invoice.output.vendor for invoice.output.amount, PO number invoice.output.po_number. The purchase order on file is for po.rows[0].Amount (blank means no purchase order with that number was found). An invoice is checked when it is more than 5% over its order or h...

Change result to decision.decision.Change result to decision.decision.

No

No steps

Record the result in the invoice logAdd a row in logSheet. Save it as logged.Google Sheets