Skip to content
NEWMarketplace and the trig8n Agent: sell what you build, and get plans and changes that are tested before you see them. See what is new

Library / Finance, Invoices & Accounting

Finance, Invoices & Accounting

Match vendor invoices to POs and GRNs with OpenAI, Gmail, Drive and Sheets

Runs on each new labelled Gmail invoice, archives it to Drive, extracts fields with OpenAI, matches it to the PO and goods receipt, checks GST, TDS and duplicates, then posts it to the AP ledger with a Slack alert.

Import it free Sign in to open it

What it does

## 🧾 FinanceOS – Vendor Invoice 3-Way Match For finance teams at Indian companies who still match vendor invoices against POs and GRNs by hand in Excel. Duplicate bills slip through, wrong GST splits get paid, and TDS is calculated at the wrong rate. ### How it works Invoices arriving in a labelled Gmail inbox are archived to Drive and read by GPT-4o. Each line is matched to its purchase order and the goods actually received. The workflow checks price and quantity, GSTIN validity, CGST/SGST vs IGST, TDS section and duplicates, then posts the invoice to the AP ledger with a decision: auto-approve, send for approval, or hold. Approvers approve or reject from Slack with one click. Held invoices get an AI-drafted query to the vendor for review. Every Friday, approved invoices due in the coming week are grouped into a bank-ready payment CSV. ### Setup steps 1. In Gmail, create an invoices label and filter vendor emails into it. 2. Create a Google Sheet with Vendor Master, Purchase Orders, GRNs, AP Ledger and Vendor Bank Details tabs, plus two Drive folders. 3. Connect Gmail, Google Sheets, Drive, Slack and OpenAI. 4. In 3-Way Match & GST/TDS Checks, set your GSTIN, auto-approve limit, tolerances, approver levels and n8n domain. 5. Forward a sample invoice to test, then activate.

The steps

  1. On New Invoice Email
  2. Split Invoice Attachments
  3. Archive Invoice to Drive
  4. Prepare AI Extraction
  5. AI Extract Invoice Fields
  6. Parse Extracted Fields
  7. Read Vendor Master
  8. Read Purchase Orders
  9. Read GRNs
  10. Read AP Ledger
  11. 3-Way Match & GST/TDS Checks
  12. Append to AP Ledger
  13. Route by Decision
  14. Post Auto-approved FYI to Slack

37 steps in total.

Similar automations

Email AutomationDraft weekly vendor update emails from Google Sheets using OpenAI and Gmail10 stepsChatbots & Messaging BotsDeadlock Match Stats Bot for Telegram7 stepsEmail AutomationTrack new clinical trial registrations for sponsor and vendor leads with Apify and OpenAI35 stepsEmail AutomationAudit vendor and customer registrations via Apify and alert on lapsed standing35 steps