tripletex-fetch-vendor-invoice

Tripletex Fetch Vendor Invoice

Overview

Many vendors are portal-first: the email or bank transaction confirms a payment, but the accounting PDF invoice must be downloaded from the vendor's billing portal (provider control panel, account Usage & Billing, a hosted billing portal, or a subscription "Mine sider"/Transaksjoner page). Do not treat a payment email as a sufficient accounting attachment when Tripletex needs a formal invoice/receipt.

This skill is vendor-agnostic. Per-vendor specifics — bank-text aliases, email payment signal, portal URL, billing navigation path, expected VAT/account treatment, and the supplier's Tripletex identity — live in knowledge/vendors.md. Read that file for the target vendor before acting, and write back what you learn.

When To Use

• A bank transaction text identifies a vendor whose invoice is missing in Tripletex Bilagsmottak.
• An email confirms payment but contains no usable PDF invoice attachment.
• The user asks to find, forward, book, or reconcile a specific vendor's receipt/invoice.

Guardrails

• Confirm the Tripletex company and e-bilag destination before forwarding. Resolve the e-bilag address from knowledge/companies.md.
• Use email only to identify payment date, amount, and an invoice clue; use the vendor portal as the source for the PDF invoice.
• Do not click purchase/Upgrade/subscription-change/payment-method buttons. Use billing-history paths only (for example Edit billing only as the route into a hosted billing portal).
• Do not download or forward the wrong subscription period. Match payment date, amount, currency, invoice number, and product.
• If the portal requires login, password, BankID, 2FA, or other authentication, ask the user to complete it.
• If multiple transactions can match, stop and ask.

Generic Portal Workflow

1. Look up the vendor in knowledge/vendors.md for its known retrieval method, portal URL, email signal, and booking facts. If it is unknown, proceed generically and record what you find.
2. Note the Tripletex/bank evidence to match: date, NOK amount, currency, and bank text.
3. Search the email account for the payment signal to confirm a payment exists and capture date/amount/invoice clue. Do not assume the email has the accounting PDF.
4. Open the vendor's billing portal with the user's intended account.
5. Navigate to billing/payment history (for example Billing -> Payment history, account Usage & Billing, a hosted billing portal, or a subscription Transaksjoner list).
6. Find the row matching the bank/email evidence.
7. Download the invoice PDF. Prefer the invoice over downloading both invoice and receipt, to avoid creating duplicate Tripletex inbox rows. When a portal offers both an email-receipt icon and a PDF icon, prefer the PDF.
   • In browser-extension controlled sessions the download event may time out even when the PDF is saved. If a click appears to do nothing, check the local downloads folder for a recent matching PDF before retrying.
8. If the portal only emails the document, trigger the email, then find it in the email account and forward the matching message/attachment to the correct e-bilag address.
9. Verify the downloaded/emailed document against the bank/email evidence: supplier, date, amount, currency, invoice/receipt number, product.
10. Rename generic portal filenames to include supplier, date, and amount before forwarding/uploading.
11. Forward the verified PDF to the correct Tripletex e-bilag address, or upload it if email delivery is unsuitable.
12. Check Tripletex Bilagsmottak for the new row, then continue with tripletex-book-inbox-voucher, and tripletex-bank-reconciliation once the voucher is booked.

Booking Notes

• Select the supplier first in Tripletex; supplier history may autofill account, VAT, and payment method.
• Use the VAT/account treatment recorded for the vendor in knowledge/accounts-and-vat.md and knowledge/vendors.md. Typical foreign software/SaaS-from-abroad treatment differs from domestic supplier treatment; verify against the supplier's existing Tripletex history before booking.
• For foreign-currency items paid from a NOK account, set/verify the payment date first, then re-check Beløp NOK because Tripletex may recalculate it from exchange rates; enter the actual bank NOK amount when editable.

Stop Conditions

Stop and ask if:

• The portal amount/date does not match the bank transaction.
• Only a payment email exists and no invoice PDF can be downloaded.
• The page presents a payment/subscription-change action instead of a billing-history action.
• Supplier identity, currency, invoice number, or VAT treatment cannot be verified.

Continuous Improvement

After each vendor workflow:

• Update knowledge/vendors.md with the vendor's retrieval method, portal path, bank-text alias, supplier identity, and booking facts learned from the posted voucher.
• Update knowledge/gmail-receipt-sources.md with the exact search, invoice number, amount, and forwarding destination.
• Keep this skill generic; do not hardcode any single vendor here.