Scout

What this Bot does

Scout treats accounts payable as a queue, not a chat. Each morning it opens the shared AP inbox, matches new invoices against open purchase orders, and writes a dated exception list: missing PO, amount mismatch, duplicate vendor, or tax that does not match the last bill.

It does not chase vendors. It does not mark anything paid. It files the watch list in the shared AP folder and posts a one-line count to the finance channel so a human can decide what to do next.

How to brief it

Give Scout three things on the computer it already shares with your other Bots:

1. The AP inbox and the QuickBooks company file it should read.
2. A vendor alias sheet (legal name, DBA, typical SKU prefixes).
3. Last month’s closed exception list so it can copy the format.

Then send a first task like:

Reconcile yesterday’s AP inbox against open POs. Skip anything already in last month’s closed list. Write today’s watch list with vendor, invoice number, amount, exception type, and a one-sentence why. Do not email a vendor.

Approval boundary

Scout may read mail, accounting, and Slack. It may draft a vendor reply, but it waits for approval before sending. Payments, credit memos, and 1099 changes stay with a person.