Planning
BI
DocsProcess vendor invoices
Someone opens each PDF, retypes vendor, invoice number, dates, currency, lines, tax, and total, checks purchase orders and duplicates, and routes problems or approvals.
Your agent reads digital or scanned invoices, extracts structured fields, validates arithmetic and required data, checks duplicates and matching rules, and posts only approved clean invoices while routing exceptions.
Invoice arrives
shared inbox or intake folder
Your AI agent
Extracts fields and lines, checks math, vendor, duplicate, PO, and due date, then records or routes the invoice with a full audit trail.
Required
AP & expenses
Reads invoice intake, vendor, PO, receipt, approval, and duplicate records.
Writes a staged invoice and exception status.
Recommended
Accounting
Reads vendor master, account and entity rules.
Writes an approved invoice record, not a payment.
Optional
Email
Reads invoice attachments and sender.
Writes a draft correction request for review.
Upload invoices to a controlled folder and write the extracted fields to a review spreadsheet before importing them.
Paste this into your agent or automation tool. Have the invoice schema, vendor and PO rules, one clean processed example, and three representative batches containing a digital invoice, a scanned invoice, and duplicate, math, or missing-PO exceptions ready.
```text Setup prompt theme={null} Help me set up a vendor-invoice processing workflow. It should extract and validate incoming invoices, stage clean records, and route exceptions. It must never approve or release a payment. 1. Ask me which inbox, file, accounting, and procurement tools receive and store invoices. 2. Ask me for required fields, vendor matching, duplicate keys, and currency rules. 3. Ask me for PO, receipt, tax, tolerance, approval, and exception-routing rules. 4. Ask me for one clean processed invoice and one useful exception example. 5. Build the workflow so it preserves the source file and extracts vendor, invoice number, dates, currency, PO, line items, subtotal, tax, and total with evidence. 6. Validate line and total arithmetic, vendor, duplicate, PO, receipt, due date, and required fields; stage only clean records and route every failure with its image. 7. Test it on my three representative batches and show me the record and route. ```What good looks like
Across the test batches, every field should match the image, arithmetic and currency should reconcile, and duplicate, PO, or tolerance failures should take the right exception path. Correct any extraction, validation, or routing miss and rerun the same invoices.
Choose your trigger
Run it when a supported invoice file arrives in the shared AP inbox or intake folder. Quarantine unsupported files and unrecognized senders before extraction, and retain the original attachment with the invoice record.
What runs without you
The workflow can stage invoices that pass every required validation and route all others to the exception owner. AP still approves the accounting treatment and payment. Review a weekly sample of clean and failed invoices, and stop unattended staging if field accuracy falls below the agreed threshold or any exception disappears silently.
Pairs well with reconcile accounts - clean AP staging is what makes the reconciliation exceptions meaningful.
