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INVOICE INTAKE AND REVIEW · Workflow idea

Spend less time copying invoice details and more time checking them.

Review incoming finance messages for supplier invoices, separate likely invoices from unrelated attachments, and prepare a draft of key details for a finance teammate. Keep the original message and document available for verification, flag missing or uncertain information, and require approval before a financial record is changed or any payment action is taken.

Make it yours See how it works ↓
A Roman aqueduct taking shape from architectural sketch to marble.
A little structure. A clearer outcome.
Starts with
A new finance message arrives
Produces
A likely invoice with its source document and draft supplier, date, and amount details ready for authorized finance review.
Category
Finance

01 / The starting point

A clear request.
A useful direction.

An email received by the team’s designated invoice mailbox, with a possible invoice attachment

“Identify likely invoices, prepare draft fields from their documents, and wait for finance approval before changing records or taking any payment action.”
An example request · Make it specific to your team.

02 / The work

5 tasks.
One useful outcome.

Helps finance teams reduce manual invoice entry while keeping verification and financial decisions with a person.

  1. Review newly received finance messages

    Check the designated mailbox for messages that may contain a supplier invoice and preserve the original message context.

  2. Separate likely invoices from other files

    Identify attachments that appear to be invoices and send unrelated, unclear, or unsupported documents to a person.

  3. Prepare draft invoice details

    Gather legible supplier, invoice date, due date, amount, and reference information without guessing at missing values.

  4. Check the draft against the source

    Have a finance teammate verify each material value, identify duplicates, and resolve uncertain supplier or document matches.

  5. Approve before saving or paying

    Require an authorized finance reviewer to approve the exact financial record before it is added to shared records; keep every payment decision separately human-approved.

03 / The result

Something useful.
Something to build on.

A likely invoice with its source document and draft supplier, date, and amount details ready for authorized finance review.

AmbactiWorkflow folio · 5 steps

Review invoices from the finance inbox

Finance · Example outcome

The handoff

A likely invoice with its source document and draft supplier, date, and amount details ready for authorized finance review.

Keep in mind

Attachments may not be invoices, duplicate documents can appear, and extracted amounts or dates can be wrong. Restrict mailbox and document access, compare every important field with the original, and require an authorized finance reviewer to approve the exact record before it is saved. No payment or financial commitment should proceed from an unreviewed extraction.

04 / Make it yours

Set the brief.
Set the standard.

A few choices shape the work around your team.

Choose the invoice mailbox and eligible files

Identify the mailbox and attachment types in scope and exclude messages that should be handled manually.

Define required invoice details

Choose the fields finance needs and how missing, unreadable, or conflicting values should be presented.

Set duplicate, privacy, and retention rules

Decide how repeated messages are recognized, who can access source documents, and when working copies are removed.

Assign finance approvers

Name who checks source documents, approves record changes, and separately authorizes any payment action.

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