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Hold Proforma Invoices
Catch preliminary invoices that repeat final supplier bills
Use this Agent instantly or customize it - no programming needed
- Last queue checkLast queue check
Your last completed check tells the Agent which invoice cards are new.
- New invoice cardsNew invoice cards
Your approval cards show the supplier, amount, and purchase reference for each invoice.
- Invoice attachmentsInvoice attachments
Your attached documents show whether an invoice calls itself a proforma.
- Final supplier billsFinal supplier bills
Your final bill cards show the purchase and whether finance approved or paid them.
- Invoice matching rulesInvoice matching rules
Your rules identify proformas and match bills by supplier and purchase reference.
Your invoice approval tool holds invoice cards and attachments, and stops suspect proformas before finance approval.
- Invoice in reviewInvoice in review
Your card stays in review when the supplier or purchase reference is missing.
- Purchase details requestPurchase details request
Your finance reviewer gets a request to identify the purchase before approval.
- Deposit review pairDeposit review pair
Your finance reviewer sees both invoices when the final bill accounts for an approved deposit.
- Blocked proforma invoiceBlocked proforma invoice
Your suspect proforma card stops before finance approval while the final bill remains visible.
- Final bill match and reasonFinal bill match and reason
Your reviewer sees the matching final bill and the purchase and amount comparison.
This Agent checks your approval queue on the schedule you set. It compares new proformas with final bills for the same purchase. It holds suspected duplicates and shows finance the matching bill.
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AirtableUsed as:
- Invoice approval tool
Airtable holds invoice cards and attachments, and stops suspect proformas before finance approval.
DropboxUsed as:
- Invoice approval tool
Dropbox holds invoice cards and attachments, and stops suspect proformas before finance approval.
KintoneUsed as:
- Invoice approval tool
Kintone holds invoice cards and attachments, and stops suspect proformas before finance approval.
Made for your industry
Hold Proforma Invoices is made for businesses in these industries.
- Wholesale Distribution
Hold preliminary inventory invoices when suppliers send final bills.
Show all Agents for the Wholesale Distribution industry - Manufacturing
Hold proforma invoices for materials that also appear on final bills.
Show all Agents for the Manufacturing industry
Made for your role
Hold Proforma Invoices is made for people in these roles.
- Accounts Payable Clerk
Hold proforma bills that match final invoices in your approval queue.
Show all Agents for the Accounts Payable Clerk role - Accounting Manager
Show the matching final bill behind each held proforma invoice.
Show all Agents for the Accounting Manager role - Accounts Payable Manager
Keep proforma copies from advancing when a final supplier bill exists.
Show all Agents for the Accounts Payable Manager role - Finance Operations Manager
Block duplicate proforma approvals and show reviewers the final bill.
Show all Agents for the Finance Operations Manager role
Made for your department
Hold Proforma Invoices is made for people in these departments.
- Finance
Show reviewers the final bill behind each held proforma invoice.
Show all Agents for the Finance department - Accounts Payable
Hold proforma invoices that match final bills before approval.
Show all Agents for the Accounts Payable department
How Hold Proforma Invoices works
4 steps, in order, on every run.
-
Read Invoice CardsRead new cards and attachments for proforma wording. Capture the supplier and purchase reference.
-
Find Matching Final BillsFind final bills for the same supplier and purchase. Check whether finance approved or paid them.
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Compare Possible ChargesCompare amounts for a second full charge. Send deposit cases to finance when the final bill nets out the deposit.
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Hold Suspect ProformasBlock suspect proforma cards before finance approval. Show the reviewer the final bill and reason.
How to Get Started
Connect the tools you already use, such as Airtable, Dropbox or Kintone.
3 tools
- Choose the invoice approval queue and run the check before its finance approval step.
- Set the supplier and purchase-reference matching rules and the words that identify proforma documents.
- Require a finance reviewer to clear any blocked invoice card.
Use safe mode to approve every result before it goes out, or let the Agent run automatically.
FAQs
Frequently asked questions about the Hold Proforma Invoices:
You choose the approval queue and set the check before finance approval. You also choose how to match purchases and identify proformas.
Your finance reviewer gets both cards when the final bill nets out the deposit. They decide how to handle the pair.
The card stays in review. Your finance reviewer identifies the purchase before deciding how to handle it.
Yes. You place proforma and final supplier invoices in the same approval workflow so they can be compared.
It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.
Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.
The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.
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