Automate Supplier Invoice Matching and Processing
Turn every incoming supplier invoice into a matched, extracted and routed record in seconds, automatically.
The Automation
Every supplier invoice that lands in your inbox needs the same thing:
- Find the PO number
- Match it to the right record
- Extract the invoice details
- Pass it all on for processing
This workflow does all of that the moment the email arrives.
Built in the Build Concierge Workflow Builder and connected directly to your job management system, it handles matching, extraction and routing without anyone touching a keyboard.
How It Works
The workflow starts the moment a supplier invoice email arrives. Here's what happens next, in order.
- PO number extracted — the workflow reads the email subject line and pulls the PO number.
- Job record looked up — the PO number is used to find the matching financial document in the job management system, retrieving the total inc and ex VAT.
- Invoice attachment read — the workflow reads the invoice attachment directly and extracts the invoice reference number and total ex-VAT figure.
- Details matched and routed — once everything is matched, a confirmation email is sent automatically with the PO number, invoice reference and total ex-VAT for processing.
How to Build It
You can set this up inside the Build Concierge Workflow Builder in a single session. Here's what the build looks like, step by step.
Step 1: Set your trigger
Choose the incoming email trigger and point it at the mailbox that receives supplier invoice emails.
Step 2: Extract the PO number
Add an AI Prompt action to read the email subject line and extract the PO number. Configure it to return NOT_FOUND if no valid PO number is detected.
Step 3: Look up the financial record
Add an External action to call the job management system API using the PO number. This retrieves the matching financial document including totals inc and ex VAT.
Step 4: Read the invoice attachment
Add an AI Prompt action to read the invoice attachment and extract the invoice reference number and total ex-VAT figure.
Step 5: Send the confirmation
Add a final Send Email action on the success path. Configure it to send the matched PO number, invoice reference and total ex-VAT to the right person for processing.
Need help setting this up? Our team can walk you through it.
The Result
Invoices matched, extracted and routed within seconds of arrival.
No manual handling, no missed matches.
What It Stops
- Someone opening every supplier invoice email and hunting for the PO number manually
- Finding the matching record and passing it on for processing, every single time
- Mismatches slipping through quietly and only surfacing at month end
- Errors going unnoticed because there was no alert to catch them
Who It's For
This workflow suits any service business that receives supplier invoices by email and currently relies on someone to manually match, extract and route them.
It works especially well for businesses with high invoice volumes, where manual handling creates a bottleneck, or where a missed match at month end causes downstream problems.
The Benefits
- Faster processing — Invoices are matched and routed within seconds of arrival.
- No manual handling — The workflow reads, matches and routes without anyone touching it.
- Nothing silently missed — Every failure triggers a specific alert before it becomes a problem.
- Consistent matching — The same logic applies to every invoice, every time.
- Less month-end stress — Mismatches are caught in real time, not discovered later.
See how Build Concierge can automate invoice matching across every supplier email your team receives.
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