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Vendor invoices arrive as PDFs and need checking against purchase orders before anyone pays. Hops matches each new invoice to its PO and routes it to the right approver.
How it runs: Triggered. An automation runs when a new invoice arrives in the AP inbox, and you can also ask Hops directly.

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What it does

  • Matches each invoice to its PO. Hops reads the invoice from the AP inbox in Gmail and matches it by vendor and amount against POs and bills in QuickBooks or Xero.
  • Approves clean matches. Invoices within 2% of the PO are marked ready to approve.
  • Flags overages. Anything over the PO amount is flagged and routed using the approval matrix pinned in Space context.
  • Catches invoices with no PO. These are listed separately and sent to the person who should decide.
  • Handles batches. Drop a zip of invoices into the Space and Hops checks them all in one pass.
October invoices.zip added to Space context, Hops reads the invoices and matches them to POs

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Ask Hops

Copy a prompt into any chat with Hops, or mention @Hops in a Space.
Example reply:
12 invoices checked:
  • 9 match their PO and are ready to approve.
  • 2 are over the PO amount; flagged for review.
  • 1 has no PO; sent to Sam Rivera.

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What you get

  • An answer in chat, in the same thread, whenever you ask.
  • A Slack post to the approver when an invoice needs a decision, with the PO match and the reason.
  • An invoice log Table in Tables of the Space with each invoice, its PO, status and approver.
  • An optional draft reply to the vendor in Gmail for invoices that need a correction.

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Connections needed

Connect these apps. Each card opens Connections in the app.

QuickBooks

POs and bills (or Xero).

Gmail

Reads the invoice inbox and drafts vendor replies.

Slack

Routes approvals to the right person.

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Set it up

1

Create the Space

Create a finance Space. Pin the approval matrix and PO tracker in Space context.See Spaces and Space context.
2

Connect your apps

Connect the apps above in Connections.See Connections.
3

Add the skill

Give Hops these instructions:
See Build a skill.
4

Trigger it

Run when a new invoice arrives in the AP inbox. Hops matches it, posts to the approver in Slack and adds a row to the invoice log Table.See Automation.