PO matching agent — spec
Supplier invoice processing · Brightwell Foods · owner: Finance Controller · runs on Microsoft Copilot Studio · Claude Sonnet 5
1. Trigger
A supplier invoice PDF arrives in the AP mailbox (~1,800 a month).
2. Steps
- Read the PDF, extract supplier, invoice number, date, lines and totals.
- Create a draft purchase invoice in Business Central.
- Match each line to the purchase order and the goods receipt.
- Matched → hand to approval. Mismatch → park with a note for the buyer.
3. Where a person is involved
- Human review: AP Clerk checks every match during the pilot · ~1 min per item.
- Never without a person: control point approving an invoice for payment.
- When unsure: confidence below 0.85 → AP queue, nothing is posted.
4. Systems and access
| System | Access | Connector |
|---|
| Business Central | read POs and receipts, create draft invoice | platform, ready-made |
| AP mailbox | read attachments | platform, ready-made |
5. Decision rules
- Unit price within
±2% of the PO and quantity ≤ received → matched. - No goods receipt yet → park, re-check in the next batch.
- Duplicate invoice number for the supplier → reject, notify AP Clerk.
6. Messages
To {buyer}: Invoice {INV-1042} from {supplier} differs from {PO-5531}, line 3: price 6.90 vs 6.40. Please confirm or request a credit note.
7. Success and testing
- Targets: 85% handled without a person · 98% correct on review.
- Test cases: clean match · price mismatch · quantity mismatch · no receipt · duplicate.
8. Build
Deploy from this spec · 20 h · $1,500 one-off · model usage ≈ $188/mo.