Auto-review invoices for fraud before approving payment

Reads submitted invoices with AI, checks for fraud red flags, and routes each one to the right approval path.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"new invoice submitted via form"]:::trig s0["extract invoice details with AI"]:::svc s1["scan for fraud red flags"]:::svc s2[("log decision to spreadsheet")]:::store trig --> s0 s0 --> s1 gx{"× how risky is the invoice"}:::gate s1 --> gx p00["auto approve invoice"]:::task gx -->|"low risk"| p00 p10["flag for manager review"]:::task gx -->|"medium risk"| p10 p20["block for investigation"]:::task gx -->|"critical risk"| p20 jn{"○ log decision"}:::gate p00 --> jn p10 --> jn p20 --> jn jn --> s2 out[/"invoice approved, flagged, or blocked"/]:::out pay{{"faster, safer invoice approvals"}}:::pay s2 --> out out --> pay 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 itAn outside serviceA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

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

Business functions
AI Agents & Autonomous SystemsEmail AutomationDocument Processing & OCRImage & Media ProcessingSpreadsheet & Database OpsFinance & Accounting
Connects
JotformOpenAIGoogle SheetsQuickBooksGmail

The problem it solves

Approving invoices by hand means someone has to read every submission, check for duplicates or suspicious amounts, and decide who needs to sign off. A fraudulent or duplicate invoice can slip through when your team is moving fast.

Who it fits

A finance or accounts payable team that wants faster, safer invoice approval.

How it works

  1. Triggers whenever a new invoice is submitted through Jotform
  2. Uses AI to read the PDF or image and extract vendor, amounts, and line items
  3. Scans for fraud red flags like duplicates, unusual amounts, or unverified vendors
  4. Routes low-risk invoices for automatic approval, flags risky ones for manager review, and blocks critical fraud for investigation
  5. Logs every decision with the AI's reasoning in Google Sheets
What you get

Fraudulent payments caught before they go out

You get every invoice checked for fraud red flags before it moves toward payment.

What you get

An approved, flagged, or blocked invoice, plus a Google Sheets audit log with the AI's reasoning for each decision.

What you need

A Jotform account, an OpenAI API key, a Google Sheets account, and a QuickBooks account.

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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