Turn emailed timesheets into invoice rows automatically

Reads timesheet emails, pulls out the hours and client details, and writes a ready invoice line for you.

How the work actually flows

A straight line.

Pattern: Sequence (1)

flowchart TD trig>"unread timesheet email arrives"]:::trig s0["extract timesheet data with AI"]:::task s1["look up client and PO details"]:::task s2["find or create invoice sheet"]:::task s3[("add new invoice row")]:::store trig --> s0 s0 --> s1 s1 --> s2 s2 --> s3 out[/"new invoice row filed correctly"/]:::out pay{{"saves hours of manual billing entry"}}:::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 sheetResultPayoff
Build size
Advanced

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

Business functions
Email AutomationDocument Processing & OCRImage & Media ProcessingSpreadsheet & Database OpsFile & Cloud StorageFinance & Accounting
Connects
GmailGoogle DriveGoogle SheetsOpenAI
Featured in

The problem it solves

Every timesheet that lands in your inbox has to be opened, read, and manually copied into the right invoice sheet for the right client and employee. With many clients and employees, that data entry adds up and mistakes slip in.

Who it fits

Agencies, consultancies, or service providers billing clients from emailed timesheets.

How it works

  1. An unread email with a timesheet attachment arrives in Gmail
  2. The attachment is read with OCR and AI extracts the hours, dates, and names
  3. The system looks up the matching client and purchase order details
  4. It finds or creates the right invoice sheet in the client's folder
  5. You get a new invoice row added, ready for billing
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 are redirected to other billable work and that client and PO matching stays accurate.

What you get

A new, correctly filed invoice row for the right client and employee.

What you need

A Gmail account, Google Drive, Google Sheets, and an OpenAI 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

Related automations

Turn emailed timesheets into QuickBooks invoices automatically

Reads timesheet emails, extracts hours with AI, and creates ready-to-send invoices in QuickBooks.

Advanced

Automatically save invoices from Gmail to Sheets and Drive

Finds invoices in your inbox, pulls out the key details with AI, and files them into a spreadsheet and Drive folder.

Advanced

Save Gmail invoice attachments to Drive and log them in Sheets

Watches your inbox for invoice emails, saves the PDF, and uses AI to log the date, amount, and details in a spreadsheet.

Advanced

Read scanned invoices and route them to the right person

Scans new invoices in Google Drive, reads them with OCR and AI, and emails each one to the right recipient.

Advanced
Back to the AI Playbook