Mailhook and NetSuite: Vendor Invoice Email to Bill Match Template
When a vendor emails an invoice, Spojit reads it, finds the matching purchase order, and creates a matched vendor bill in NetSuite.
What It Builds
This template gives your accounts-payable inbox its own Mailhook address. When a vendor sends an invoice, the run starts automatically, an Attachment node pulls the PDF bytes, and a Knowledge node in Transient mode reads the document to extract the PO number, line amounts, and totals. A NetSuite Connector node then looks up the purchase order and creates a vendor bill matched against it, ready for review.
The Prompt
Paste this into Miraxa and it builds the workflow, connecting the tools for you:
Build a workflow with a Mailhook trigger for vendor invoices. When an email arrives, fetch the attached invoice PDF, read it to extract the purchase order number, line item amounts, and the invoice total. Look up that purchase order in NetSuite and create a vendor bill matched to it. If the invoice total does not match the purchase order, send me an email flagging the discrepancy.Connectors Used
- Mailhook - the trigger; each invoice emailed to the address starts a run.
- NetSuite - looks up the purchase order and creates the matched vendor bill.
- Send Email - flags any invoice that does not match the PO.
Customize It
Change the email address the discrepancy alert goes to, add a tolerance (for example, allow totals within one percent), or extend the prompt to capture the vendor name and due date as extra fields on the bill. You can also route mismatches to a teammate for approval instead of a notification.
Tips
- Use an Agent-mode NetSuite node so it can resolve the PO and build the bill in one step; switch to Direct mode once the exact actions are settled.
- Transient Knowledge mode runs OCR, so scanned or photographed invoices still parse cleanly.
- Confirm your NetSuite connection has permission to read purchase orders and create vendor bills.