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Flag Previously Paid Invoices
Warn on pending supplier bills when matching invoices were paid
Use this Agent instantly or customize it - no programming needed
- supplier invoice emailsupplier invoice email
Your supplier's email provides the invoice PDF, sender, invoice number, amount, and currency.
- pending supplier billpending supplier bill
Your pending bill is the one that needs a safe decision before payment.
- supplier bills and paymentssupplier bills and payments
Your paid bills and linked payments show whether the same supplier invoice was paid before.
- earlier bill warningearlier bill warning
Your earlier warning shows whether this bill and email version already received a result.
- matching and review rulematching and review rule
Your chosen rule sets how closely invoices must match and who handles uncertain cases.
Your supplier email supplies incoming invoices, their PDFs, and the sender's details.
Your bill ledger shows pending bills and linked payments, and holds the warning on a pending bill.
- unresolved match for reviewunresolved match for review
Your payables person gets the exact facts that need a decision while the bill stays pending.
- unresolved match for reviewunresolved match for review
Your payables person gets the exact facts that need a decision while the bill stays pending.
- prior-payment warningprior-payment warning
Your pending bill gets one warning that links the earlier paid bill and supplier email.
This Agent reads a supplier invoice email and searches your bill ledger. It compares amounts and currencies, then flags a prior payment on the pending bill. Your payables person reviews uncertain matches.
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GmailUsed as:
- Supplier email
Gmail supplies incoming invoices, their PDFs, and the sender's details.
Microsoft OutlookUsed as:
- Supplier email
Microsoft Outlook supplies incoming invoices, their PDFs, and the sender's details.
QuickBooks OnlineUsed as:
- Bill ledger
QuickBooks Online shows pending bills and linked payments, and holds the warning on a pending bill.
XeroUsed as:
- Bill ledger
Xero shows pending bills and linked payments, and holds the warning on a pending bill.
Zoho MailUsed as:
- Supplier email
Zoho Mail supplies incoming invoices, their PDFs, and the sender's details.
Zoho BooksUsed as:
- Bill ledger
Zoho Books shows pending bills and linked payments, and holds the warning on a pending bill.
Bigin by Zoho CRMUsed as:
- Bill ledger
Bigin by Zoho CRM shows pending bills and linked payments, and holds the warning on a pending bill.
MailparserUsed as:
- Supplier email
Mailparser supplies incoming invoices, their PDFs, and the sender's details.
HoldedUsed as:
- Bill ledger
Holded shows pending bills and linked payments, and holds the warning on a pending bill.
Microsoft ExchangeUsed as:
- Supplier email
Microsoft Exchange supplies incoming invoices, their PDFs, and the sender's details.
MOCOUsed as:
- Bill ledger
MOCO shows pending bills and linked payments, and holds the warning on a pending bill.
Made for your industry
Flag Previously Paid Invoices is made for businesses in these industries.
- Retail
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Show all Agents for the Construction industry - Manufacturing
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Flag stock supplier invoices with a matching paid bill.
Show all Agents for the Wholesale Distribution industry - Hospitality
Flag repeat food and service invoices in the bill queue.
Show all Agents for the Hospitality industry - Property Management
Flag vendor bills for properties when the invoice was paid before.
Show all Agents for the Property Management industry - Accounting and Bookkeeping
Flag client bills when a supplier resends an invoice already paid.
Show all Agents for the Accounting and Bookkeeping industry
Made for your role
Flag Previously Paid Invoices is made for people in these roles.
- Accounts Payable Clerk
Mark pending bills with a link to the earlier payment.
Show all Agents for the Accounts Payable Clerk role - Accounting Manager
Show which pending bills match payments already on the books.
Show all Agents for the Accounting Manager role - Accounts Payable Manager
Surface bills with prior payments for review before payment.
Show all Agents for the Accounts Payable Manager role - Bookkeeper
Check emailed invoice numbers against paid bills before review.
Show all Agents for the Bookkeeper role - Finance Manager
Flag prior payments on supplier bills awaiting a decision.
Show all Agents for the Finance Manager role
Made for your department
Flag Previously Paid Invoices is made for people in these departments.
- Finance
Surface possible duplicate supplier bills for payment review.
Show all Agents for the Finance department - Accounts Payable
Mark pending supplier bills that match an earlier payment.
Show all Agents for the Accounts Payable department - Accounting
Link a paid bill to a matching supplier invoice under review.
Show all Agents for the Accounting department
How Flag Previously Paid Invoices works
4 steps, in order, on every run.
-
Read the supplier invoiceRead the email and PDF to capture the supplier, invoice number, amount, and currency.
-
Find matching billsSearch paid and pending bills for the same supplier and invoice number. Identify the pending bill that needs a warning.
-
Compare payment detailsCompare amounts and currencies. Give unclear matches to your payables person with the unresolved facts.
-
Flag the pending billCheck for an earlier result for this bill and email version. Add a warning linking the paid bill and email only when needed.
How to Get Started
Connect the tools you already use, such as Gmail, Microsoft Outlook or QuickBooks Online.
11 tools
- Connect the chosen client or company account and the bill review area.
- Set the permitted supplier and invoice matching rule and the person who resolves exceptions.
Use safe mode to approve every result before it goes out, or let the Agent run automatically.
FAQs
Frequently asked questions about the Flag Previously Paid Invoices:
You choose the supplier and invoice matching rule during setup. You also name the person who handles exceptions.
Your payables person gets the exact unresolved facts, and the bill stays pending for review.
No. The Agent adds a warning to the pending bill without approving, posting, or paying it.
You connect each client or company account separately and limit the Agent to the relevant bill queue.
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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