Extract and validate invoice data from Gmail automatically

New invoice emails are read by AI, checked against your purchase orders, and logged in Google Sheets automatically.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4)

flowchart TD trig>"new invoice email arrives"]:::trig s0["extract invoice data"]:::task s1["verify line item totals"]:::task s2["match purchase order number"]:::task s3[("log invoice in sheet")]:::store trig --> s0 s0 --> s1 s1 --> s2 gx{"× does PO number match"}:::gate s2 --> gx p00["log as verified"]:::task gx -->|"matched"| p00 p10["flag for review"]:::task gx -->|"mismatch"| p10 jn{"○ merge into log"}:::gate p00 --> jn p10 --> jn jn --> s3 out[/"invoice logged with flags"/]:::out pay{{"faster accurate invoice processing"}}:::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 stepA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Standard

A mid-size build with several tools working together.

Business functions
Knowledge Base & RAGEmail AutomationDocument Processing & OCRImage & Media ProcessingSpreadsheet & Database OpsFinance & Accounting
Connects
GmailPDF VectorGoogle Sheets

The problem it solves

Invoices arrive by email every day, and manually keying in vendor names, amounts, and PO numbers into a spreadsheet is slow and easy to get wrong. Catching a math error or a mismatched purchase order takes a careful second look you don't always have time for. This reads every invoice, checks the numbers, and flags anything that doesn't match.

Who it fits

Finance teams and accounts payable staff who process invoices received by email.

How it works

  1. A new email with an invoice attachment triggers the process
  2. The invoice is read to extract vendor, amounts, line items, and PO number
  3. The system checks that the line items and totals add up correctly
  4. The PO number is matched against your purchase order records within a set tolerance
  5. The invoice is logged in Google Sheets, and any mismatch is flagged for review
Quick estimate

What it is worth to you

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

per week
minutes
$ per hour
0Hours freed per month
0Value per year at your hourly cost

Assumes freed hours go to other work and that flagged mismatches still need the same manual review they get today.

What you get

A logged invoice record in Google Sheets with automatic flags for anything that needs a human look.

What you need

A Gmail account, a PDF Vector API key, and a Google Sheets account.

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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