What teams see
- Work waits between receive vendor invoice and extract service data.
- Owners reconstruct status from Gmail and Property management system.
Property Operations
Vendor invoice allocation
Service invoices must be manually matched to a property, category and budget owner before finance approval.
Business problem
Service invoices must be manually matched to a property, category and budget owner before finance approval.
Why it happens
- No shared state spans Gmail, Property management system, Accounting platform.
- Decision and exception rules are applied inconsistently.
Why it becomes expensive
- Capacity is consumed by coordination and rework.
- Late exceptions weaken visibility and service quality.
Business outcomes
- Shorter send accounting handoff cycle
- Fewer handoff and missing-information exceptions
- Clear ownership from receive vendor invoice to send accounting handoff
- Inspectable decisions and recovery
Measurable KPIs
- Turnaround time: Elapsed time from receive vendor invoice to send accounting handoff.
- Manual intervention rate: Share of items needing a person outside defined review conditions.
- Exception age: Time unresolved exceptions remain without a completed action.
- Successful completion rate: Share of valid workflow items completing without terminal failure.
How the workflow works
- Receive vendor invoice — Accept and identify the vendor invoice allocation trigger. Gmail
- Extract service data — Execute extract service data with validated sample data and an auditable result. Gmail
- Identify property — Execute identify property with validated sample data and an auditable result. Property management system
- Classify cost category — Execute classify cost category with validated sample data and an auditable result. Accounting platform
- Validate allocation — Execute validate allocation with validated sample data and an auditable result. Gmail
- Property manager review — Execute property manager review with validated sample data and an auditable result. SEIDO Review Queue
- Approve invoice — Execute approve invoice with validated sample data and an auditable result. Accounting platform
- Send accounting handoff — Execute send accounting handoff with validated sample data and an auditable result. Gmail
- Audit and KPI update — Persist the execution outcome, audit facts and workflow measurement events. SEIDO execution store
Integrations and ownership
- Gmail: Provide workflow input
- Property management system: Lookup and update context
- Accounting platform: Receive controlled outcome
Human responsibility: Property manager
Failure and recovery
Gmail is temporarily unavailable.
Retry with capped exponential backoff; preserve the run and move it to the inspectable failure queue after the limit.
Required data for extract service data is malformed or missing.
Stop downstream actions and show the missing fields, source evidence and correction action to the named reviewer.
The trigger or provider event is delivered more than once.
Return the existing execution identified by the idempotency key and do not repeat downstream business actions.
The human decision expires before completion.
Escalate to the configured substitute, retain the original request and record both expiry and reassignment.
When not to build this
- Monthly volume is too low to justify integrating Gmail, Property management system, Accounting platform.
- An existing configured platform already handles vendor invoice allocation with adequate ownership and reporting.
- Reliable source data or supported API access is unavailable.
- No business owner has authority to define the decision and exception rules.
Related workflows
Invoice intake and approvalSupplier invoices wait in inboxes while finance manually extracts fields, checks duplicates and chases approvers.Duplicate invoice preventionThe same supplier invoice can enter through different filenames, inboxes or data-entry attempts and be posted twice.Accounts receivable collection workflowOverdue invoices are followed up inconsistently, and account owners lack a clear record of reminders, disputes and promises to pay.