Match supplier invoices to POs and flag the odd ones
Minda checks each supplier invoice in new email against your purchase orders and goods received, and flags the odd ones. It is a ready-made task for the SI agent in Minda Super Intelligence. It runs when a new email arrives. It works with Gmail and Google Sheets.
In Minda: Tasks → New → Browse tasks → Match supplier invoices to POs and flag the odd ones. Minda Super Intelligence for Windows is coming soon.
- Finance
Gmail- Google Sheets
- Files on this computer
- If none has one, stop
- For each invoice, read the vendor, invoice…
- Match it against my purchase orders in [PO…
- Flag a vendor whose bank details differ from…
What you get
Reads each invoice It reads the vendor, invoice number, line items, tax, total, due date and bank details from the PDF or image in each new email.
Matched to your orders It matches quantities, prices and totals against your purchase orders and goods received, within the percent you set.
Flags what looks wrong It flags changed bank details, an invoice number you logged before and any line with no purchase order.
A log row for each Each invoice becomes a row in your AP log with the match result and flags, and nothing is approved or paid.
Why use this?
Minda reads each supplier invoice that reaches your inbox and checks it against what you ordered and what arrived. It flags changed bank details and repeat invoice numbers, and it copies amounts exactly as printed. It never approves, pays or replies.
What it does
- When
- When a new email arrives
- Works with
- Gmail, Google Sheets, Files on this computer
- For
- Operations, Founders, Analysts
- You fill in
- [PO sheet or system link], [receiving sheet or link], [AP log sheet link]
How it works
- WhenWhen a new email arrivesSaved as an hourly check: each run looks at what arrived since the last one
- Step 1Picks out supplier invoices
- Step 2Reads lines, totals and bank details
- Step 3Matches it to your POs and receipts
- Step 4Flags new bank details and repeats
- Step 5Adds a row to your AP log
- ResultAn AP log, nothing approved or paid
If none has one, stop
For each invoice, read the vendor, invoice number, date, line items, amounts, tax, total, due date and bank details
Match it against my purchase orders in [PO sheet or system link] and the goods received in [receiving sheet or link]: quantities, prices and totals within [2] percent
Flag a vendor whose bank details differ from the last invoice on file, an invoice number I have logged before, and any line with no PO
Add a row to [AP log sheet link]: vendor, invoice number, amount, due date, match result, flags
Finish with the invoices that match and are ready for approval, and the ones that need a person, with why
Rules it keeps
The agent follows these on every run.
Copy amounts exactly as printed
Never approve, pay or reply to anything
Write 'check' where you are not sure
The full prompt
This is what the SI agent is asked to do. The parts in brackets are what you fill in.
When new email arrives, check each email since the last run for a supplier invoice, as a PDF or an image. If none has one, stop. For each invoice, read the vendor, invoice number, date, line items, amounts, tax, total, due date and bank details. Match it against my purchase orders in [PO sheet or system link] and the goods received in [receiving sheet or link]: quantities, prices and totals within [2] percent. Flag a vendor whose bank details differ from the last invoice on file, an invoice number I have logged before, and any line with no PO. Add a row to [AP log sheet link]: vendor, invoice number, amount, due date, match result, flags. Rules: copy amounts exactly as printed; never approve, pay or reply to anything; write 'check' where you are not sure. Finish with the invoices that match and are ready for approval, and the ones that need a person, with why.
Who is it for?
Small finance teams You get supplier invoices by email and want each one matched to its order before you approve it.
Operations managers You order goods and want an invoice checked against what actually arrived.
Founders who pay bills You approve payments yourself and want odd invoices pointed out first.
Frequently asked questions
Does it approve or pay an invoice?
No. It never approves, pays or replies to anything. It only reads, matches and logs, and leaves the decision to you.
What does it flag?
A vendor whose bank details differ from the last invoice on file, an invoice number you have logged before, and any line with no purchase order.
How close does a match have to be?
Quantities, prices and totals must agree within the percent you set. The default is 2 percent.
What if it cannot read a figure?
It copies amounts exactly as printed and writes 'check' where it is not sure.
What do I fill in?
Your purchase order sheet or system link, your goods received link, your AP log sheet link and how close a match must be.
What do I get at the end?
The invoices that match and are ready for your approval, and the ones that need a person, with the reason for each.
Run this task in the Minda app
In Minda: Tasks → New → Browse tasks → Match supplier invoices to POs and flag the odd ones. Minda Super Intelligence for Windows is coming soon.
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