Automated Invoice Reconciliation Agent

Description

Who Is This Agent For? This agent is ideal for finance teams, procurement departments, accounts payable staff, and audit professionals who need to ensure that vendor invoices match purchase orders and delivery records. It’s especially useful for companies that receive large volumes of invoices and want to detect discrepancies automatically before payment processing. What Problem Does It Solve? Invoice reconciliation is a time-consuming, error-prone task involving:

Manual cross-verification of invoices against POs or GRNs

Missed overcharges or quantity mismatches

Delays in identifying fraudulent or mistaken entries

Inconsistent documentation across email threads and systems This agent helps automate invoice validation, reduce payment errors, and increase financial accuracy without the need for tedious manual reviews. How It Works – The Process 1. Trigger on Email Invoice Receipt

The workflow listens to a connected email inbox via IMAP

When a new email with an invoice PDF arrives, the file is downloaded automatically 2. Extract Text from PDF Invoice

The attached PDF is parsed using OCR (e.g., LlamaIndex, Tesseract) or a structured PDF parser

Text is converted into structured data including vendor name, items, quantities, and prices 3. Fetch Matching Order from ERP

The workflow queries the ERP system (SAP, Zoho, etc.) via API

It retrieves the corresponding Purchase Order (PO) based on invoice metadata (e.g., invoice number, vendor, date) 4. Data Validation: Compare Invoice vs. Order

The agent checks for consistency in:

Item descriptions

Ordered vs. invoiced quantities

Agreed vs. invoiced prices

Uses comparison logic and branching to detect discrepancies 5. Log Discrepancies in Google Sheets

If mismatches are found, they are recorded in a Google Sheet for easy tracking

Includes columns for:

Vendor, PO Number, Invoice Number

Expected vs. Actual values

Mismatch Type (price, quantity, missing line, etc.) 6. Notify Finance Team with Summary

An email is sent to the finance team

Includes a summary report of flagged invoices and a link to the Google Sheet Customization Options

Email Source: Switch IMAP with Gmail, Outlook, or upload via web form

OCR Engine: Choose between Google Vision, AWS Textract, LlamaIndex

ERP Integration: Connect to SAP, NetSuite, Zoho Inventory, Odoo

Validation Rules: Add tolerances (e.g., ±2% on price), skip certain vendors

Reporting Tools: Integrate with Slack, Microsoft Teams, or Power BI dashboards

Multi-Language Support: Adapt OCR and parsing logic for multilingual invoices