Check invoices against purchase orders
Reads each invoice that arrives in Gmail, checks it against its purchase order, and asks your finance manager only when it is off.
Apps it connects
Authenticate each one once and the workflow is ready to run.
What it does
Each integration step this workflow runs, in order, what it is for, and the conditions and loops that decide when it runs.
- 1GmailNew email triggerStarts when an email with "invoice" in the subject and a file attached arrives.
- 2GmailDownload attachmentsSaves the invoice PDF so it can be read.
- 3Google SheetsRead rowsFinds the purchase order whose PO number matches the invoice.
- 4Google SheetsAppend rowRecords the invoice and its outcome in your log.
How it works
What happens on each run, in plain English.
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.
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