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Invoice Reconciliation Automation

Invoice comparison and review workflows that keep payment approval with a person.

Business automationAutomation implementationClient identity kept private
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THE CHALLENGE

Review the exceptions. Keep control.

Matching invoice details across documents and financial tools is repetitive. Discrepancies need attention, while approval needs a clear owner.

Separate extraction and comparison from approval. Use deterministic checks to identify discrepancies, build review information and track the document’s status.

Find the exception, keep human reviewShort screen recording · On-screen explanations · Sample data

What this walkthrough shows

Filter the check queue and inspect a sample invoice with a $50 difference.

Save a reviewer note and inspect the prepared run stages. No payment or n8n execution takes place.

Recorded from the interactive portfolio edition. Anonymous sample data; no live backend or external service is used.

EXPLORE THE PRODUCT

See the product in action.

Explore a working portfolio edition based on the project’s functionality, or open it at full size.

Interactive product preview
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Portfolio interface based on reviewed project functionality, using anonymous content and sample data. Explore the screens and try the controls. Changes stay in this preview and reset on reload.

The workflows behind the interface.

Inspect the original reconciliation and approval-sync structures. The direct approval node remains visibly disabled, and the notification step is identified as a placeholder.

2 original exports

Invoice reconciliation

Extract invoices, compare records and route discrepancies or cleared bills for review. The direct approval node is disabled in the original export.

26 nodes · 34 connections
100%SVG
Invoice reconciliation: 26 nodes connected as in the original n8n export. A text description of every connection follows below.

Scroll to follow the workflow, or choose Fit for the full overview. Rendered from the original n8n export with original node positions and connections. Labels are anonymised; private configuration is omitted. Dashed connections represent AI model or tool links.

Read the workflow as text 26 nodes
  1. Every five minutesSchedule

    Load file cursor (output 1)

  2. Load file cursorCode

    Cursor available? (output 1)

  3. Cursor available?Condition

    Read Dropbox changes (output 1); Create file cursor (output 2)

  4. Read Dropbox changesHTTP request

    Filter new invoices (output 1)

  5. Create file cursorHTTP request

    Filter new invoices (output 1)

  6. Filter new invoicesCode

    Batch invoices (output 1)

  7. Batch invoicesBatch

    Extract invoice (output 2)

  8. Extract invoiceAI agent

    Validate extraction (output 1)

  9. Validate extractionCode

    Tag received invoice (output 1)

  10. Tag received invoiceHTTP request

    Look up QuickBooks (output 1)

  11. Look up QuickBooksAI agent

    Invoice checks (output 1)

  12. Invoice checksCode

    Invoice matches? (output 1)

  13. Invoice matches?Condition

    Look up Ramp and PO (output 1); Block mismatched bills (output 2)

  14. Look up Ramp and POAI agent

    Reconcile bill details (output 1)

  15. Reconcile bill detailsCode

    All checks cleared? (output 1)

  16. Block mismatched billsCode

    Write reconciliation file (output 1)

  17. All checks cleared?Condition

    Flag for approver (output 1); Write reconciliation file (output 2)

  18. Flag for approverAI agent

    Write reconciliation file (output 1)

  19. Direct approval disabled — disabled in sourceHTTP request

    No outgoing connections in this export.

  20. Write reconciliation fileAI agent

    Build review report (output 1)

  21. Build review reportCode

    Notification placeholder (output 1)

  22. Notification placeholderPlaceholder · connection not implemented

    Batch invoices (output 1)

  23. OpenAI chat modelChat model

    Extract invoice (AI model link); Look up QuickBooks (AI model link); Look up Ramp and PO (AI model link); Flag for approver (AI model link); Write reconciliation file (AI model link)

  24. Dropbox MCPMCP tool

    Extract invoice (AI tool link); Write reconciliation file (AI tool link)

  25. QuickBooks MCPMCP tool

    Look up QuickBooks (AI tool link)

  26. Ramp MCPMCP tool

    Look up Ramp and PO (AI tool link); Flag for approver (AI tool link)

WHAT WAS BUILT

The pieces that
make it useful.

Selected work by our founder.
Reconciliation workflow and review-dashboard implementation.

  1. 01Compare records
  2. 02Flag exceptions
  3. 03Human review

TOOLS & IMPLEMENTATION

Behind the work.

  • n8n
  • Next.js
  • Supabase
  • Dropbox
  • QuickBooks
  • Ramp
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Build status

Saved workflows contain configuration placeholders and unfinished notification connections. The direct payment-approval step is disabled. Live integration operation is not claimed.

The case study describes reviewed implementation work. No measured savings, revenue gains or performance improvements are claimed.

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