Use case · Microsoft Teams + Outlook + AP system
AI invoice processing in Microsoft Teams
OMNA-01 watches the AP inbox, extracts invoice data, validates against the PO, and posts the approval thread in the finance Teams channel.
The problem
Vendor invoices land in an AP mailbox or vendor portal at all hours. Extracting line items, matching to a PO, and routing for approval is recurring work that scales with vendor count, not headcount. Most months the AP team's first three days are catching up on last month's queue.
Who this is for
Controllers, AP managers, and finance ops leads at companies running 100+ vendor invoices a month through Microsoft 365 + a finance system (NetSuite, Sage Intacct, QuickBooks, or Dynamics 365 Finance). Especially useful when invoices arrive by email and the team operates out of Microsoft Teams.
What it does weekly
- · Watches the AP shared mailbox for new invoice emails
- · Extracts vendor, invoice number, line items, and totals from PDF and email body
- · Matches against the open PO in your finance system
- · Posts an approval thread in the finance Teams channel with the matched PO and any deviations
- · Files the invoice in SharePoint with consistent naming, linked to the approval thread
- · Tracks the queue weekly: invoices waiting, invoices approved, invoices stuck for human review
First useful output
An approval thread in the finance Teams channel for the most recent invoice, with vendor info, line items, and the matched PO attached.
Time to first output
Same day
How it works
| Trigger | Action | Outcome |
|---|---|---|
| Invoice email lands in the AP mailbox | OMNA-01 extracts vendor, line items, totals; matches to the open PO; flags any deviations | Approval thread posted in the finance Teams channel with the matched PO and the deviation summary |
| Invoice line item exceeds the PO amount | OMNA-01 calls out the variance and tags the budget owner in the channel | Owner reviews the variance in Teams, approves or pushes back to the vendor |
| Invoice has no matching PO | OMNA-01 routes to the no-PO bucket with the requesting team's likely owner inferred from the line items | Finance lead sees the no-PO queue weekly; chases the originator instead of letting it sit |
| Approval given in the Teams thread | OMNA-01 posts the invoice to the AP system and files the PDF in SharePoint | Audit trail intact: email → Teams approval → finance system — all linked |
What gets wired
Wire Teams channels and chats
How the agent listens for @-mentions, posts threaded replies, and uses adaptive cards. Base wiring every other use case depends on.
Wire Outlook mail
How the agent reads shared Outlook mailboxes, drafts replies, and escalates urgent threads into Teams. Five-minute walkthrough for the workspace admin.
Wire SharePoint and OneDrive
How the agent reads SharePoint sites and OneDrive folders for knowledge search, contract review, and grounding answers in your team's documents.
Recommended agent
OMNA-01
AI Operations Orchestrator
Multi-agent ops coordinator for teams running 3+ agents
What it costs
OMNA-01 costs a small fraction of what a mid-market AP coordinator costs. The agent does the parts of AP that scale — the reading, the matching, the filing. An AP coordinator runs $6–10K/month fully loaded; the vendor-relationship work, the dispute resolution, and the close-week judgment calls stay with them. See the math on /pricing.
Edges of this connection
OMNA-01 currently does not:
- Pay invoices. The agent extracts and routes; humans approve and the AP system pays.
- Replace specialized AP automation platforms (Stampli, AppZen, Bill). The agent is the Teams-native first-pass surface; the AP system stays the system of record.
- Read invoices that arrive only in vendor portals (without an email). The agent watches mailboxes; portal-only flows need a separate webhook setup.
Where to next
- → Back to Microsoft Teams — the full cluster
- → See the Roster — agents you can hire
- → All integrations