Automatically extract invoice data from Outlook into Excel

The system reads incoming Outlook invoices, pulls out the key details with AI, and logs them into Excel.

How the work actually flows

A straight line. Runs once per each invoice email.

Pattern: Sequence (1) · Multiple Instances with a priori Design-Time Knowledge (13)

flowchart TD trig(["mailbox checked on schedule"]):::trigtime s0["filter supplier invoice emails"]:::task s1[["download invoice attachments"]]:::mi s2["extract invoice details with ai"]:::task s3[("write row to excel")]:::store trig --> s0 s0 -->|"one per each invoice email"| s1 s1 --> s2 s2 --> s3 out[/"excel updated with invoice data"/]:::out pay{{"no manual data entry needed"}}:::pay s3 --> out 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 itemA record or sheetResultPayoff

Build size

Advanced

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

Business functions

Document Processing & OCRImage & Media ProcessingFinance & Accounting

Connects

OutlookExcelGoogle Gemini

The problem it solves

Every invoice that lands in your inbox has to be opened, checked, and manually keyed into a spreadsheet before your finance team can act on it. That is slow, repetitive work, and mistakes creep in when volume picks up.

Who it fits

A finance or accounts payable team that receives supplier invoices by email.

How it works

The system checks the Outlook mailbox on a schedule
Each message is checked to see if it is from a supplier and contains an invoice
Attachments are downloaded and non-invoice files are filtered out
AI reads the invoice and extracts the key details
The extracted data is written into a new row in an Excel workbook

Quick estimate

What it is worth to you

Your numbers, your hourly cost. We add nothing hidden.

How many supplier invoices do you receive per week?

per week

Minutes to manually open, check, and key in one invoice

minutes

Loaded hourly cost

$ per hour

0Hours freed per month

0Value per year at your hourly cost

Assumes invoice volume stays roughly steady and that freed hours go to other finance work.

What you get

An Excel workbook with a new row of extracted invoice data for every valid invoice received.

What you need

A Microsoft 365 account 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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