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Invoice Processing -- Production Deployment Guide

Required Environment Variables

Variable Required Default Description
CONDUCTOR_BASE_URL Yes http://localhost:8080/api Conductor server API endpoint

Security Considerations

  • Input validation: All workers validate required inputs and reject with FAILED_WITH_TERMINAL_ERROR. Invoice IDs must match INV-* or INVOICE-* format. Vendor IDs must match VND-* or VENDOR-* format.
  • Line-item arithmetic: The OCR extract worker validates that every line item total equals unitPrice * quantity, and that the grand total equals subtotal + tax. Arithmetic errors are flagged immediately.
  • PO matching: Invoices that do not match a purchase order within 10% variance are automatically rejected. Rejected invoices require manual review.
  • Approval thresholds: Invoices over $50K require CFO approval; over $10K require VP-Finance. These thresholds should be externalized to configuration in production.
  • Payment methods: Wire transfer for amounts over $10K; ACH for smaller amounts. Vendor payment terms (Net 15/30) are based on vendor status.

Deployment Notes

  • OCR integration: The current OCR worker generates deterministic data from invoice ID hashes. In production, integrate with a real OCR service (AWS Textract, Google Document AI, etc.) and throw IllegalStateException if the OCR service is unavailable.
  • PO database: The match worker derives PO amounts from hash values. In production, connect to your ERP/procurement system for real PO lookup.
  • Vendor master data: Vendor validation currently checks ID prefixes. In production, validate against your vendor master database.

Monitoring Expectations

  • OCR confidence: Monitor the ocrConfidence field. Values below 0.90 indicate poor document quality requiring manual data entry.
  • PO match rate: Track the percentage of invoices that match a PO within tolerance. Low match rates indicate data entry issues or unauthorized purchases.
  • Approval throughput: Monitor time from receipt to approval. Invoices requiring CFO approval may bottleneck -- consider delegated authority rules.
  • Payment scheduling: Track scheduled vs actual payment dates. Missed payment deadlines damage vendor relationships.
  • Terminal errors: FAILED_WITH_TERMINAL_ERROR rate should be near zero. Non-zero rates indicate malformed invoice submissions from upstream systems.