Read → Extract → Check Duplicate → Suggest Coding → Queue For AP

AP Invoice Intake and Coding Agent

Focused on AP throughput: reads each vendor invoice, extracts the line items, suggests GL coding from expense type and property, and checks for duplicates before the invoice ever reaches a human.

The Problem

Every invoice keyed in by hand. Duplicates slip through.

High-volume AP teams spend most of their time on data entry and coding, not exceptions.

What Changes

Read, coded, deduped before AP ever opens it.

Processes invoices in bulk with consistent GL coding. Flags exceptions for human review. Your AP team focuses on the 10% that need judgment, not the 90% that follow rules.

Humans stay in control: Your AP team approves every coded invoice. The agent does the reading, extraction, and coding suggestion. It removes the data entry, not the review.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT

TRIGGERInvoice ArrivesVendor invoice by email or upload

LLMExtract FieldsRead vendor, lines, amounts, dates

APICheck DuplicateLook for an existing matching invoice

DECISIONDuplicate?

LLMSuggest GL CodeCode from expense type and property

APIValidate Against POMatch to a PO or work order if present

ACTIONQueue For APPost the coded invoice to the AP queue

The agent doesn't approve anything. Your AP team does. The agent does the reading, coding, and duplicate check.

HOW TO BUILD IT

Three levels of depth. Pick the one that matches where you are.

For the ops person who needs to understand what's involved and brief their team.

Your InvoicesEmail, upload

The AgentWorkflow engine + LLM

Your APCoded, deduped queue

WHAT YOUR TEAM PROVIDES ONCE

Chart of accounts - the GL codes and what each covers
Property codes - to map invoices to the right entity
PO / work order access - for matching and validation
Coding examples - correctly coded past invoices as a guide
Duplicate rule - what makes two invoices the same

What happens day-to-day: Vendor invoices land in the AP inbox. The agent reads each one, catches the duplicate that would have been paid twice, suggests the GL code, and drops a clean entry in the AP queue. Your AP person reviews prepared invoices instead of keying them in.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

AP inbox

PDF upload

Vendor portal

WORKFLOW ENGINE (N8N)

Trigger

LLM - Extract fields

DB - Duplicate check

Branch - duplicate?

LLM - Suggest GL code

Accounting API - PO match

Queue for AP

CONNECTS TO

Accounting (Yardi / AppFolio / QuickBooks)Read: GL, POs, prior invoices. Write: coded entry

Email / upload intakeRead: incoming invoices

OCR / document parserExtract fields from PDF invoices

AP review queuePost coded, deduped invoices

WITHOUT PMS API

Agent extracts and codes from the PDF and outputs to a sheet for AP import. Duplicate check uses an exported register.

WITH PMS API

Agent dedupes against live AP history and writes coded entries straight to the queue. Best experience.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1

Trigger - Invoice Arrives

IMAP on the AP inbox with attachment capture, or an upload webhook.

Output: { vendor_email, pdf_attachment, received_at }

LLMNode 2

LLM - Extract Invoice Fields

Vision-capable model reads the PDF and returns structured fields.

Output: { vendor, invoice_no, date, line_items[], total, po_ref }

You read a vendor invoice (PDF/image) and extract structured fields.

Return: vendor, invoice_no, date (ISO), po_ref (or null), line_items [{description, amount}], total (numeric).
Respond ONLY with valid JSON. No explanation.

INPUT

[PDF: GreenLeaf Landscaping, Inv #8821, 'June grounds maintenance - Maple Court - $1,200.00']

OUTPUT

{
  "vendor": "GreenLeaf Landscaping",
  "invoice_no": "8821",
  "date": "2026-06-01",
  "po_ref": null,
  "line_items": [{ "description": "June grounds maintenance - Maple Court", "amount": 1200.00 }],
  "total": 1200.00
}

APINode 3

HTTP Request - Duplicate Check

Query AP history for the same vendor + invoice_no, or same vendor + amount + date window.

Output: { duplicate: true|false, match_id }

DECISIONNode 4

Condition - Duplicate?

IF duplicate → flag and stop (do not queue). ELSE → continue to coding.

Output: Branch: DUPLICATE (flag) or NEW (code)

LLMNode 5

LLM - Suggest GL Code

Suggest a GL code from expense type and property using the chart of accounts.

Output: { gl_code, property_code, gl_reason }

You code a vendor invoice to a GL account.

Using the invoice, the CHART OF ACCOUNTS, and PROPERTY CODES, return:
- gl_code: best match from the chart
- property_code: the property this expense belongs to
- gl_reason: one line a reviewer can check

Respond ONLY with valid JSON.

CHART OF ACCOUNTS: {chart}
PROPERTY CODES: {properties}
INVOICE: {invoice_json}

OUTPUT

{
  "gl_code": "6210-LANDSCAPE",
  "property_code": "MF-MAPLE",
  "gl_reason": "Recurring grounds maintenance for Maple Court."
}

APINode 6

HTTP Request - PO / WO Match

If a po_ref exists, validate the amount against the PO or work order and attach the link.

Output: { matched: true|false, variance }

ACTIONNode 7

Queue For AP

Post the coded, validated invoice to the AP review queue with the coding reason and any PO match.

Output: Coded invoice in the AP queue, ready for review.

MVP vs Advanced — Where To Start

MVP — START HERE

AP inbox trigger
LLM field extraction
Duplicate check vs sheet
Rules-based GL suggestion
Coded line to a sheet
Manual PO match

ADVANCED — ADD LATER

Full Video Walkthrough Coming Soon

From a PDF invoice to a coded AP entry - step by step.

Everything on this page is free to learn.

When you're ready to build — do it yourself or bring us in.

Book a call to scope this

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Frequently asked questions

AP Invoice Intake and Coding Agent is an AI agent that bulk invoice processing with consistent GL coding.

Every invoice keyed in by hand. Duplicates slip through. The AP Invoice Intake and Coding Agent addresses this — it bulk invoice processing with consistent GL coding.

No — your team stays in control. Your AP team approves every coded invoice. The agent does the reading, extraction, and coding suggestion. It removes the data entry, not the review.

This is 1 of 6 agents in Finance & Accounting. → · Explore all 10 departments →