Money automation · Runs when you forward an email to Fieldwork
Check a forwarded invoice against our records.
Duplicate invoices, previous payments, price differences, and payment terms. This automation runs when you forward an email to Fieldwork. Fieldwork emails you the report when something needs attention.
Check a forwarded invoice against our records — Sep 17
Automation run • Sep 17
Check a forwarded invoice against our records
Output
Query the $2,200 invoice before paying. The unit price is higher than the previous invoice, and the payment terms need confirmation.
Checked the forwarded Mossbank Textiles invoice against Harbor & Pine’s Xero records.
- Already recorded or paid: No matching invoice number or payment found in the available records. There is no evidence to treat this as a duplicate.
- Price check: MT-208 charges $55 each for 40 Alder Wool Throws, totaling $2,200. Previous invoice MT-207 charged $53 each for 40, totaling $2,120. The increase is $2 per throw, or $80 overall.
- Payment terms: The forwarded invoice says net 14. MT-207 used net 30, but no supplier agreement was available, so the agreed terms remain unverified.
These totals assume no tax, freight, or discounts. Ask Lena to confirm the price increase and locate the agreement before approving payment.
Automation steps. The agent follows these 3 steps each time it runs, using your connected accounting.
- 1
Read the invoice I forwarded and check it against my accounting system.
- 2
Check whether it is already recorded or paid, whether amounts or unit prices differ from previous invoices, and whether payment terms match our agreement.
- 3
Recommend paying it, querying it, or treating it as a duplicate, with reasons.
Adjust the automation in Chat
Tell the agent what to do differently and ask it to set up that version with the same trigger.
- Flag every unit-price increase.
- Compare the last three supplier invoices.
- Accept forwarded invoices without attachments.
Fieldwork emails the report. Each email links to the full run as a conversation in Fieldwork. The automation asks the agent to keep a log in your knowledge base and read it before each run to check what has changed.
What starts this automation
Runs when you forward an email to Fieldwork. Set up forwarding in the app and use the address shown in Settings. You can adjust the sender, subject, and attachment filters at setup.
Only useful reports
When nothing needs attention, the run skips the email. When there are findings, you get a report with a link to the full conversation.
Read-only access
The agent reads your accounting without changing the source. It can keep notes and a run log in your Fieldwork knowledge base.
This automation reads your accounting. Connect Xero, Business Central, or QuickBooks to Fieldwork. The automation uses whichever you connect.
More automations for money.
Questions about this automation.
- How do I set it up?
- Connect your accounting system, activate the automation, and forward the invoice to the address in Settings, Email, under Automations. An attachment is required by default, with an editable filter.
- Does it pay invoices or save drafts?
- It reports findings and a recommendation. It does not pay invoices or save mailbox drafts.
- Can I change the checks?
- Ask in chat for different comparisons or payment-term checks. You can also run it in chat with a supplied message.
- Where does the report arrive?
- An automatic run emails the report with access to the full conversation. If nothing needs attention, no email or push notification is sent.
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