Example agent prompts
Templates you can copy and adapt. The Agents page guide on the right side of the editor includes more examples; this page covers the most common patterns.
GL coding by category
## GL coding conventions
- Office supplies code to 5200.
- Telecommunications (phone, internet, mobile plans) code to 6210.
- Legal services code to 6300. M&A advisory is the exception; it codes to 6310.
- IT services (consulting, support, managed services) code to 6420.
- IT hardware (laptops, monitors, peripherals) code to 5410.
- Software subscriptions code to 6430.
- Travel expenses (hotel, airfare, ground transportation, meals during travel) code to 6500.
- Utilities (electricity, gas, water) code to 6610.
- Rent and leases code to 6700.
Vendor-specific behavior
## Vendor-specific rules
### Staples
- All line items code to Office Supplies (5200) unless the description contains "ink" or "toner", which code to Printer Supplies (5210).
### Acme Legal LLP
- Default code is Legal Services (6300).
- If the matter description contains "merger", "acquisition", or "due diligence", code to M&A Advisory (6310).
### MegaCloud Inc
- All charges are software subscription, code to 6430.
- Set Department to Engineering by default, unless the line description specifies a department.
### Quick Print Co
- They sometimes send statements alongside invoices. The statement document title contains "Statement of Account". Classify those as non-invoice.
Dimension assignments
## Dimension assignments
- Set Department to Marketing for invoices from advertising agencies (creative work, media buying, design).
- Set Department to Engineering for invoices from cloud providers and software vendors.
- Set Cost Center based on the manager listed on the invoice. Match the manager name to your employee directory.
- For project-related invoices, set the Project field from the invoice line description. The format is "PRJ-XXXX" where XXXX is the project number.
Field extraction quirks
## Field extraction notes
### Acme Corp
- Their invoice number is on page 2, not page 1. Page 1 is a cover sheet.
- Their PO number is in the format "ACME-12345" and appears in the upper right above the date.
### Vendor with multi-page invoices
- Use the Total field on the last page; ignore subtotals on earlier pages.
- Line items continue across pages. Stitch them together.
### International vendors
- Currency is shown in the document. Use that, not USD by default.
- Tax ID format varies. UK uses VAT format; EU uses country-specific format.
Document classification
## Document classification
- Documents titled "Statement" or "Statement of Account" are not invoices. Classify as non-invoice.
- Credit memos sometimes look like invoices. If the total is negative, classify as credit memo.
- Quotes and estimates are not invoices. If the document title contains "Quote", "Estimate", or "Proposal", classify as non-invoice.
- Receiving documents are not invoices. They will be matched separately through ERP sync.
Validation hints
## Validation patterns
- Project codes for IT projects always start with "PRJ-IT". Project codes for marketing always start with "PRJ-MKT". Anything else is a typo.
- Cost centers are 4 digits. If extraction returns 3 or 5 digits, it is likely missing a leading zero or has an extra character.
- Vendor invoice numbers should be unique. If the same number appears twice in a quarter from the same vendor, flag as suspected duplicate.
Tone and behavior
## Behavior
- Be conservative on uncertain extractions. If a field is unclear, leave it blank rather than guess. The flagged blank is easier to spot during review than a wrong value.
- For low-confidence vendor matches, prefer to flag for review rather than auto-assign.
- When summary writing for the AI Summary, lead with what the invoice is for, then call out anything unusual against vendor history.
Putting it together
A complete instructions file might combine sections like the ones above:
## GL coding conventions
[your coding rules]
## Vendor-specific rules
[your vendor-specific rules]
## Dimension assignments
[your dimension rules]
## Field extraction notes
[any quirks worth documenting]
## Document classification
[any non-invoice patterns]
## Behavior
[any tone or default-behavior preferences]
Keep it focused. Hundreds of one-off rules are harder to maintain than fifty well-organized patterns.