Duplicate Vendor Scan

Finance / AUTOMATE.md

Every Monday at 8:30am, scan the vendor master for similar names, addresses, and tax IDs, then email the AP lead the pairs to review.

This is the whole automation. Run it as it is, or change any word, including the tools it names.

  • Near-duplicate vendors caught early
  • Fewer split payments to one supplier

How it runs

  1. 1. Starts

    Every Monday at 8:30am

  2. 2. Reads

    the vendor master

  3. 3. Delivers to

    Email

  4. 4. You decide

    Approve each time, or let the steps you trust run. Your choice.

Why finance teams set this up

Vendor records are created by whoever is in a hurry, so the same supplier ends up existing three times under different spellings. Payments split across the duplicates, a good vendor looks unreliable because their invoices keep bouncing, and bank detail changes arrive by email that nobody verifies. Redirected payments are usually found during the audit rather than at onboarding.

See the whole job: Vendor Master Controls

Use it as is. Or make it yours.

Edit it the way you would edit a note to a colleague. It follows the new version from the next run.

  • Change when it runs

    Move it to another day or time, or start it when something arrives, like a new email.

  • Add your own rules

    Limits, exceptions and what good looks like go in the same file, in plain words.

  • Decide what waits for you

    Mark the steps that need your OK, and let the rest run.

You stay in charge.
At every step.

It does the checking. You approve what gets paid and posted.

  • Nothing paid or posted on its own

    Payments, journals and approvals stay with you. It prepares them and flags what doesn't match.

  • Undo what you don't want

    Every step is recorded, and a file it changed can be put back.

  • Only the books you open to it

    Each automation reaches only the folders and systems you connect for it.

Duplicate Vendor Scan

Approve before it sends the email?

ReviewApprove

Before you download.

Where does it run?
On your Mac or Windows computer, in the background. It keeps working after you close its window, and only reaches the folders and apps you connect for each automation.
How does it connect to our CRM and other tools?
Through each app's own connection where it offers one, signed in once by you, or by using the app in a browser the way you would. Each automation gets only the connections you give it, and the tools a page names are examples you can swap for your own.
Does it run when my computer is asleep?
It keeps your computer awake while a job runs and just before a scheduled one. While the computer is closed or off, nothing runs; when it wakes, it checks the inbox, calendar and other sources it watches for anything that arrived meanwhile.
How does my team use it?
Each person who runs automations installs the app. Keep a project in a shared folder, such as Google Drive or a network drive, and teammates can open it and follow every run, while one person owns it and runs it.
Do I need anyone technical to set it up?
No. Download the app, add an automation in plain words, and connect only what that job needs. Nothing runs until you switch it on.

Already have tools for this? Here is the difference.

Rules in your accounting software

Coding recurring transactions the same way every time.

They can't read an unusual invoice, ask the requester a question or explain why a match failed.

Flowchart automation tools

Moving data between apps at high volume.

Every exception becomes another branch someone has to build, test and maintain.

AI chat assistants

Explaining a document when you paste it in.

Nothing happens until you come back and ask again, and the procedure lives in a chat.

AUTOMATE.md

Your routine, written in plain words. It runs on its own, follows your rules, handles the exceptions a flowchart can't, and asks you when it matters. The file stays yours, whichever AI model runs it.

Other setups for the same job.

Bank Change Verification

When a vendor bank account is changed, read the change log and email the AP lead the vendor, the old and new details, and a request to confirm by phone.

When a vendor bank account is changed

Related workflows

Three-Way Match Variance

Compare every vendor invoice to its purchase order and goods receipt, then resolve price and quantity differences before payment.

4 automations

Invoice processing

Turn each incoming invoice into a coded, approved ledger line with its document attached, or into a held exception with a stated reason.

5 automations

Vendor payment tracking

Hold the payment run, the remittance advice, and the outstanding check register in step, so nothing is paid late, twice, or into a voided account.

1 automation

Start with one job.
Make it your own.

macOS — coming soon
  1. 1

    Get the app

    It runs on your computer, next to your files.

  2. 2

    Add the automation

    Paste the instructions into the app, or save them as a file next to your work.

  3. 3

    Try it, then turn it on

    Run it once and check the result. It only runs on its own once you switch it on.

macOS — coming soon