Build Invoice → PO Matching Workflow

Automate the classic AP chore: when an invoice lands in email, extract fields, match it to a purchase order, and email AP only when the PO is missing or the amounts do not line up.

What this template does

1. New Invoice Email — IMAP poll; saves PDF/image attachments.
2. PDF or Image? — PDF → pdf.extractText; image → Vision OCR.
3. Read Invoice + PO # — field extractor for supplier, invoice number, PO number, total.
4. Lookup PO in Accounting — SQLite join against purchase_orders; status matched / missing_po / amount_mismatch.
5. Branch — log OK, or email AP on mismatch.

Step 1 — Seed purchase orders

1. Create the table once:

   CREATE TABLE purchase_orders(
     po_number TEXT PRIMARY KEY,
     amount REAL,
     vendor TEXT
   );

2. Insert a few real POs (or sync from your ERP into this file).

Step 2 — Load template #263

1. Open Studio → Templates (or empty-canvas recipe When an invoice hits email…).
2. Search PO Matching and load template #263.

Step 3 — IMAP, DB path, alert To

1. Set IMAP host/credentials and attachment folder on New Invoice Email.
2. Point Lookup PO in Accounting at your purchase_orders.db path.
3. Set SMTP and the AP clerk address on both mismatch email nodes.

Step 4 — Dry-Run, then Activate

1. Send a test invoice PDF with a known PO number to the mailbox.
2. Use 🧪 Dry-Run first, then Activate. Watch Jobs → Schedule for the email trigger.

Related

• File Drop Automation — folder-watch variant.
• Document Approval & Archive (#92).
• Blog: Invoice → PO matching.
• Use case: Document & Invoice Processing.