Flag duplicate and risky AP invoices with Gmail, OpenAI and Supabase Workflow Solution

Workflow overview

Why this workflow matters

Relevant for managed services and support workflows. Supports knowledge capture and document intelligence use cases.

🚀 How it works Monitors your AP inbox for incoming invoices, extracts structured data with AI, runs duplicate and vendor history checks against Supabase, then scores each invoice for fraud risk — routing suspicious ones to Slack and your AP team before any payment is processed. 📬 Gmail Trigger monitors your accounts payable inbox in real time 🤖 AI Agent extracts invoice number, vendor, amount, currency, dates and line items into structured JSON — no manual data entry 🔍 Checks Supabase for duplicate invoice numbers already in the system 🏢 Checks vendor payment history — flags unknown vendors and amount deviations above 50% from the vendor's historical average 🧠 Second AI Agent scores fraud risk: low / medium / high / critical with specific fraud indicators and a recommended action 🚨 High/critical risk — posts a detailed Slack alert to #invoice-alerts and emails your AP manager with a hold notice 🗄️ Logs every processed invoice to Supabase with risk score and status 🛠️ Set up steps Estimated setup time: ~20 minutes Gmail Trigger — connect Gmail OAuth2; point it at your AP inbox OpenAI — connect OpenAI API credential (used by both AI Agent nodes) Supabase — connect Supabase API credential; create two tables: invoices (invoice_number, vendor_name, amount, status, risk_level, created_at) and vendors (vendor_name, avg_amount, total_invoices, flagged) Slack — connect Slack OAuth2; update the channel name #invoice-alerts Gmail (Send) — connect Gmail OAuth2; replace ap-manager@example.com Follow the sticky notes inside the workflow for per-node guidance 📋 Prerequisites Gmail account receiving invoices OpenAI API key (GPT-4o) Supabase project with invoices and vendors tables Slack workspace with an alerts channel Custom Workflow Request with Personal Dashboard kumar@smartflowcraft.com https://www.smartflowcraft.com/contact More free templates https://www.smartflowcraft.com/AlekSystem-templates

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