Catch suspicious invoices automatically with AI review

AI reads every new invoice, flags anything unusual, and alerts your team by email before it gets paid.

How the work actually flows

It branches. Exactly one path is taken; runs once per each new invoice found; a person is alerted when a step fails.

Pattern: Exclusive Choice (4) · Multiple Instances with a priori Design-Time Knowledge (13)

flowchart TD trig(["scheduled check of drive folder"]):::trigtime s0[["log new invoice"]]:::mi s1["extract invoice details"]:::task s2["check for anomalies"]:::task s3["decide approve or flag"]:::task trig --> s0 s0 --> s1 s1 --> s2 s2 --> s3 gx{"× invoice looks normal or not"}:::gate s3 --> gx p00["auto approve invoice"]:::task gx -->|"clean invoice"| p00 p10["alert team by email"]:::task gx -->|"flagged invoice"| p10 p00 --> out p10 --> out out[/"invoices auto approved or flagged"/]:::out pay{{"catches bad invoices before payment"}}:::pay out --> pay esc(("Alerts a person")):::human s2 -. "if it fails" .-> esc esc -.-> out classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemA personOne path onlyResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsEmail AutomationImage & Media ProcessingSpreadsheet & Database OpsFile & Cloud StorageFinance & AccountingSecurity & Compliance
Connects
Google DriveAirtableGmailOpenAI

The problem it solves

Reviewing every invoice by hand for duplicate charges, missing details, or suspicious vendors is tedious, and it's easy for a bad one to slip through when your team is busy. Catching fraud or errors after payment is much harder than catching them before.

Who it fits

Finance or internal audit teams who want a first pass of review on every incoming invoice.

How it works

  1. On a schedule, the system checks a Google Drive folder for new invoices
  2. Each invoice is logged and processed one at a time
  3. AI reads the invoice image or PDF and extracts the key details
  4. AI checks for anomalies like duplicates, unusual amounts, or missing information
  5. Clean invoices are approved automatically, and flagged ones trigger a Gmail alert to your team
What you get

Invoices you catch before they get paid

Every incoming invoice gets reviewed automatically, with anything unusual flagged to your team before it ever reaches payment.

What you get

A logged, AI-reviewed record of every invoice, with automatic alerts for anything that needs a human look.

What you need

A Google Workspace account, an Airtable account, and an OpenAI API key with vision access.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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