Invoice exceptions settled against the PO and receiving log
Takes supplier invoices that do not match their purchase order or what arrived, and works out what is really owed. Plain rules do the math and the agent cites its evidence. Anything that pays more than the records prove waits for a person.
What it does
- Matches each invoice to its purchase order and ship notice
- Flags price changes, short shipments, damaged goods and likely duplicates
- Reads receiving notes, contract prices and vendor terms to explain the gap
- Proposes an amount to pay with cited evidence and a draft note to the vendor
- Keeps a full trace of every lookup and routing reason
Your approval boundaries
Approval requiredThese actions always wait for your yes:
- Paying more than the records can prove is owed
- Paying anything above your auto approve limit
- Sending the note to the vendor
You decide what happens next.
More about this workflow
This setup is for operators and managers who keep the busywork moving. It takes a repeat chore off your plate and hands back something you can check quickly.
First, it matches each invoice to its purchase order and ship notice. Next, it flags price changes, short shipments, damaged goods and likely duplicates. Then it reads receiving notes, contract prices and vendor terms to explain the gap. After that, it proposes an amount to pay with cited evidence and a draft note to the vendor. Finally, it keeps a full trace of every lookup and routing reason. It works with your accounting app, database and email, each on its own login with limited access.
You get the prep work done and waiting for you. The agent stops and asks for your yes before paying more than the records can prove is owed, paying anything above your auto approve limit and sending the note to the vendor, and says plainly if a step cannot be undone.
“Rules engines catch the mismatch but cannot settle it.”
Explore required tools and model recommendations
Tools and access
QuickBooks
Handles the accounting app part of this job. Grant accounting data, no payments.
API required: Yes. Needs an Intuit developer app with OAuth.
Supabase
Handles the database part of this job. Grant a role limited to one table.
API required: Yes. Needs a Supabase project and an API key. Give the agent a role limited to one table.
Gmail
Handles the email part of this job. Grant read-only plus compose (drafts) scopes.
API required: Yes. Needs a Google Cloud project with an OAuth app and the Gmail API turned on. The agent signs in through OAuth with only the scopes you pick.
Official links only. Not sponsored, no affiliate links.
Model recommendations
Best pick
GPT-6.1 Sol
Cheap cached input suits jobs that rerun the same instructions each week.
$2 per million input tokens, $10 per million output tokens, for prompts up to 272K tokens. Longer prompts cost $4 in and $15 out.
OpenAI docs as of October 11, 2026
Cheaper backup
Gemini 3.5 Flash-Lite
Low cost for simple data pulls and matching.
$0.30 per million input tokens, $2.50 per million output tokens.
Google docs as of October 11, 2026
Our own picks. Not sponsored, no affiliate links.
Build your prompt
Add your details, then copy the prompt into your tool.
2Your prompt
4 of 4 still emptyYour answers stay in this browser only.
Run your workflow
Connect your tools with only the access this setup needs, then follow these steps.
Steps
Do these in order. Test on old data before it touches live work.
- 1Connect QuickBooks with its own login, not yours. Grant accounting data, no payments.
- 2Connect Supabase with its own login, not yours. Grant a role limited to one table.
- 3Connect Gmail with its own login, not yours. Grant read-only plus compose (drafts) scopes.
- 4Paste the prompt where your harness takes instructions. See the note under the Copy button.
- 5Do a dry run on old or test data first. Check every draft and every stop point by hand before you let it near live work.
- 6Read its log after the first real run. Only widen access once a week of runs looks clean.
Safeguards and trust score
The score describes this example setup’s access, approval boundaries, ability to undo changes, and scope.
Can draft things that send or spend, so it sits close to risky actions.
Waits for a yes on: paying more than the records can prove is owed, paying anything above your auto approve limit, sending the note to the vendor.
Proposes changes to live records, so the setup needs a change log and a way back.
Runs on its own login across 3 tools. Fewer connections means a smaller blast radius.
How to raise it
- Access: Take away its ability to send, post or spend. Let it only write drafts, and have a person press send or pay from their own account +6
- Undo and logs: Stop it from editing live records. Have it write the change as a proposal you apply, and keep a log of every change with a way to roll it back +3
- Scope: Cut it down from 3 connected tools to the 2 it needs most, each with its own limited login instead of your full account +2
Do all of these to reach 89, up from 78.
Want help getting there? Get an AI Trust Audit from Pixeldesigns
Reviewed by Trustcase (example setup). How scoring works
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