Automate Supplier Invoice Matching and Processing
Turn every incoming supplier invoice into a matched, extracted and routed record in seconds, automatically.
The Automation
Every supplier invoice that lands in your inbox needs the same thing:
- Find the PO number
- Match it to the right record
- Extract the invoice details
- Pass it all on for processing
This workflow does all of that the moment the email arrives.
Built in the Build Concierge Workflow Builder and connected directly to your job management system, it handles matching, extraction and routing without anyone touching a keyboard.
How It Works
The workflow starts the moment a supplier invoice email arrives. Here's what happens next, in order.
- PO number extracted — the workflow reads the email subject line and pulls the PO number.
- Job record looked up — the PO number is used to find the matching financial document in the job management system, retrieving the total inc and ex VAT.
- Invoice attachment read — the workflow reads the invoice attachment directly and extracts the invoice reference number and total ex-VAT figure.
- Details matched and routed — once everything is matched, a confirmation email is sent automatically with the PO number, invoice reference and total ex-VAT for processing.
How to Build It
You can set this up inside the Build Concierge Workflow Builder in a single session. Here's what the build looks like, step by step.
Step 1: Set your trigger
Choose the incoming email trigger and point it at the mailbox that receives supplier invoice emails.
Step 2: Extract the PO number
Add an AI Prompt action to read the email subject line and extract the PO number. Configure it to return NOT_FOUND if no valid PO number is detected.
Step 3: Look up the financial record
Add an External action to call the job management system API using the PO number. This retrieves the matching financial document including totals inc and ex VAT.
Step 4: Read the invoice attachment
Add an AI Prompt action to read the invoice attachment and extract the invoice reference number and total ex-VAT figure.
Step 5: Send the confirmation
Add a final Send Email action on the success path. Configure it to send the matched PO number, invoice reference and total ex-VAT to the right person for processing.
Need help setting this up? Our team can walk you through it.
The Result
Invoices matched, extracted and routed within seconds of arrival.
No manual handling, no missed matches.
What It Stops
- Someone opening every supplier invoice email and hunting for the PO number manually
- Finding the matching record and passing it on for processing, every single time
- Mismatches slipping through quietly and only surfacing at month end
- Errors going unnoticed because there was no alert to catch them
Who It's For
This workflow suits any service business that receives supplier invoices by email and currently relies on someone to manually match, extract and route them.
It works especially well for businesses with high invoice volumes, where manual handling creates a bottleneck, or where a missed match at month end causes downstream problems.
The Benefits
- Faster processing — Invoices are matched and routed within seconds of arrival.
- No manual handling — The workflow reads, matches and routes without anyone touching it.
- Nothing silently missed — Every failure triggers a specific alert before it becomes a problem.
- Consistent matching — The same logic applies to every invoice, every time.
- Less month-end stress — Mismatches are caught in real time, not discovered later.
See how Build Concierge can automate invoice matching across every supplier email your team receives.
More from the knowledge centre
Add supplier invoices to job costs automatically
Keep project costs moving with the work. Build Concierge reads supplier invoices and adds their line items to the relevant job, reducing manual entry and giving your team a clearer view of recorded costs without requiring a purchase order.
Calculate job durations from labour hours automatically
Give your planners more time to organise the work. Build Concierge turns labour hours from incoming instructions into job durations, applying your agreed planning rules before the job reaches your job management system.
Sync CRM contacts to your job management system
Give your team time back from the very first customer contact. Build Concierge connects your CRM to your job management system, so new customer details can be matched or created automatically and your team can get on with arranging the work.
Turn a Recall Notice Into a Booked Visit, Automatically
No more a recall notice sitting in an inbox because nobody had ten minutes to turn it into a job. No more missing the deadline a notice actually asked for, because the urgency wasn't clear from the paperwork. No more retyping the same order number, site address and instructions by hand before a visit can even be booked.
.png%3F2026-09-10T14%3A13%3A33.730Z&w=3840&q=100)
Know What's Already Been Done at a Site, Before You Arrive
No more an engineer turning up with no idea what happened on the last three visits to that site. No more repeating a repair that was already tried and already failed. No more asking the client to explain the history because nobody wrote it down anywhere your team could find.
The DBS Check and the Roof Rack, Known Before Scheduling
No more engineers turning up to a school without a DBS check, only to be turned away at the gate. No more vans arriving without the roof rack, ladder or tow bar the job actually needed. No more finding out what a job required only after someone has already wasted a morning finding out the hard way.
Add supplier invoices to job costs automatically
Keep project costs moving with the work. Build Concierge reads supplier invoices and adds their line items to the relevant job, reducing manual entry and giving your team a clearer view of recorded costs without requiring a purchase order.
Calculate job durations from labour hours automatically
Give your planners more time to organise the work. Build Concierge turns labour hours from incoming instructions into job durations, applying your agreed planning rules before the job reaches your job management system.
Sync CRM contacts to your job management system
Give your team time back from the very first customer contact. Build Concierge connects your CRM to your job management system, so new customer details can be matched or created automatically and your team can get on with arranging the work.
Turn a Recall Notice Into a Booked Visit, Automatically
No more a recall notice sitting in an inbox because nobody had ten minutes to turn it into a job. No more missing the deadline a notice actually asked for, because the urgency wasn't clear from the paperwork. No more retyping the same order number, site address and instructions by hand before a visit can even be booked.
Know What's Already Been Done at a Site, Before You Arrive
No more an engineer turning up with no idea what happened on the last three visits to that site. No more repeating a repair that was already tried and already failed. No more asking the client to explain the history because nobody wrote it down anywhere your team could find.
The DBS Check and the Roof Rack, Known Before Scheduling
No more engineers turning up to a school without a DBS check, only to be turned away at the gate. No more vans arriving without the roof rack, ladder or tow bar the job actually needed. No more finding out what a job required only after someone has already wasted a morning finding out the hard way.
Add supplier invoices to job costs automatically
Keep project costs moving with the work. Build Concierge reads supplier invoices and adds their line items to the relevant job, reducing manual entry and giving your team a clearer view of recorded costs without requiring a purchase order.
Calculate job durations from labour hours automatically
Give your planners more time to organise the work. Build Concierge turns labour hours from incoming instructions into job durations, applying your agreed planning rules before the job reaches your job management system.
Sync CRM contacts to your job management system
Give your team time back from the very first customer contact. Build Concierge connects your CRM to your job management system, so new customer details can be matched or created automatically and your team can get on with arranging the work.
Turn a Recall Notice Into a Booked Visit, Automatically
No more a recall notice sitting in an inbox because nobody had ten minutes to turn it into a job. No more missing the deadline a notice actually asked for, because the urgency wasn't clear from the paperwork. No more retyping the same order number, site address and instructions by hand before a visit can even be booked.
Know What's Already Been Done at a Site, Before You Arrive
No more an engineer turning up with no idea what happened on the last three visits to that site. No more repeating a repair that was already tried and already failed. No more asking the client to explain the history because nobody wrote it down anywhere your team could find.
The DBS Check and the Roof Rack, Known Before Scheduling
No more engineers turning up to a school without a DBS check, only to be turned away at the gate. No more vans arriving without the roof rack, ladder or tow bar the job actually needed. No more finding out what a job required only after someone has already wasted a morning finding out the hard way.