Automate Supplier Invoice Matching and Processing

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. And if anything goes wrong at any stage, an error alert fires immediately so nothing gets silently missed.

• 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.
• Errors caught immediately — if the PO number cannot be found, the job lookup fails or the invoice extraction fails, specific error alerts fire straight away to both the customer contact and the Build Concierge team.

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: Add your first error path

Add two Send Email actions on the error path. If the PO extraction fails, alerts fire immediately to both your contact and the Build Concierge errors inbox.

Step 4: 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 5: Add your second error path

Repeat the two Send Email error alerts for the case where the PO lookup returns no result.

Step 6: 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 7: Add your third error path

Add the same two Send Email error alerts for the case where the invoice extraction fails.

Step 8: 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.

Invoices matched, extracted and routed within seconds of arrival.

No manual handling, no missed matches, and built-in error alerts that mean a failure is always caught before it becomes a problem.

• 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

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.

• Faster processing — Invoices are matched and routed within seconds of arrival.
• No manual handling — The workflow reads, matches and routes without anyone touching it.
• Errors caught immediately — Built-in alerts fire the moment something cannot be found or extracted.
• 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.