Finance/First-party starter playbook
Invoice approval routing
Route incoming invoices for approval.
// what it does
- 01Parse the invoice. Extract the vendor, invoice number, amount, line items, and due date from the incoming email and attachment in Gmail.
- 02Match the PO. If a purchase order is referenced, look it up (in the knowledge base or a connected Google Drive file) and compare vendor, amounts, and quantities, noting any discrepancies. If no PO is available, say so and continue.
- 03Route by amount. Based on the approval thresholds, open a human approval request to the correct approver — they approve or reject in-app or by email — and post a heads-up to them in Slack.
- 04File it. Once approved, save the invoice with its PO match and approval record to Google Drive for accounts payable.
// guardrails in the draft
Never mark an invoice approved or trigger payment without the designated approver's explicit approval.
If the invoice doesn't match its PO (amount, vendor, or missing PO), hold it and flag the discrepancy — do not route it as clean.
Route strictly by the approval thresholds; never route a high-value invoice to a lower-authority approver.
Watch for duplicate invoice numbers and possible fraud (changed bank details, unknown vendor) and escalate rather than proceeding.