Invoice Processing Fast Lane
Intake to code to approve to pay — with duplicate and exception controls baked in
An AP workflow that standardizes invoice intake, coding, approvals, exception handling, and duplicate prevention. Produces a daily ready-to-pay batch and an exceptions queue so nothing slips through.
INGREDIENTS
PROMPT
Create a skill called "Invoice Processing Fast Lane". Requirements: - Standardize invoice intake across email and uploads - Run duplicate detection first using invoice number, vendor plus total, and fuzzy matching - Auto-suggest coding using rules and historical patterns - Route for approvals using a configurable approval matrix and SLA timers - Produce: (1) a ready-for-approval queue, (2) an exceptions queue with required fixes, (3) a daily ready-to-pay batch with proposed pay dates - Archive evidence and decisions for audit Ask me for our approval rules, coding rules, and payment policies before running.
How It Works
Invoice processing slows down when approvals stall, exceptions pile up, and duplicates slip through.
This recipe creates one auditable pipeline from invoice intake through payment readiness.
What You Get
- Ready-for-approval queue with coding suggestions
- Ready-to-pay batch with approved invoices and proposed pay dates
- Exceptions list for missing PO, mismatches, duplicates, and vendor issues
Setup Steps
- Define invoice intake channels and approval matrix
- Set coding rules, vendor defaults, and payment policies
- Run duplicate checks before routing invoices
- Send invoices through approval flows with SLA reminders
- Generate a daily payment batch and archive the evidence trail
Tips
- Put duplicate checks first to avoid downstream cleanup
- Add escalation rules for approval bottlenecks
- Use payment priority rules to align with cash constraints