An AI assistant that sorts your inbox and processes invoices

Sorts your unread email, extracts data from invoices into a spreadsheet, and drafts replies for you.

How the work actually flows

It branches. Exactly one path is taken; runs once per each unread email.

Pattern: Sequence (1) · Exclusive Choice (4) · Multiple Instances without Synchronization (12)

flowchart TD trig(["every hour"]):::trigtime s0[["check inbox for unread mail"]]:::mi s1["classify each email type"]:::task trig --> s0 s0 --> s1 gx{"× what type of email is it"}:::gate s1 --> gx p00["extract invoice data"]:::task gx -->|"invoice"| p00 p01["log to spreadsheet"]:::task p00 --> p01 p10["send or draft reply"]:::task gx -->|"needs reply"| p10 p20["leave sorted"]:::task gx -->|"other"| p20 p01 --> out p10 --> out p20 --> out out[/"sorted inbox invoices logged replies drafted"/]:::out pay{{"save hours of manual sorting and typing"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemOne path onlyResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsEmail AutomationDocument Processing & OCRSpreadsheet & Database OpsFile & Cloud StorageFinance & Accounting
Connects
GmailGoogle DriveGoogle SheetsGoogle Gemini

The problem it solves

Your inbox fills up with a mix of invoices, requests, and messages that need a reply, and sorting through it every day eats into real work. Typing invoice details into a spreadsheet by hand is tedious and easy to get wrong, and replies get delayed when you're busy.

Who it fits

A small business owner or office manager who handles their own inbox, invoices, and customer replies.

How it works

  1. Checks your inbox for unread email every hour
  2. Uses AI to classify each message into categories
  3. Extracts data from invoice attachments and logs it in Google Sheets
  4. Sends an automatic reply during off hours, or drafts one for you to review during business hours
What you get

Inbox sorted and invoice data ready for review

You get your inbox organized, invoice details pulled into a spreadsheet, and reply drafts ready so you can respond quickly.

What you get

An organized inbox, a spreadsheet of invoice data, and ready-to-send draft replies.

What you need

A Google Workspace account, including Gmail, Drive, and Sheets, and a Google Gemini API key.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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