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.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4)

flowchart TD trig>"scanned invoice uploaded"]:::trig s0["extract text via ocr"]:::svc s1["identify company with ai"]:::task s2["match against records"]:::task trig --> s0 s0 --> s1 s1 --> s2 gx{"× was a match found"}:::gate s2 --> gx p00["email invoice to recipient"]:::task gx -->|"match found"| p00 p10["send manual review email"]:::task gx -->|"no match found"| p10 p00 --> out p10 --> out out[/"invoices routed to correct recipient"/]:::out pay{{"no invoices lost or misrouted"}}:::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 stepAn outside serviceOne path onlyResultPayoff
Build size
Advanced

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

Business functions
AI Agents & Autonomous SystemsEmail AutomationDocument Processing & OCRImage & Media ProcessingSpreadsheet & Database OpsFile & Cloud StorageFinance & Accounting
Connects
Google DriveGoogle SheetsGmailOpenAIOCR.Space

The problem it solves

Scanned invoices pile up and someone has to open each one, figure out which company it belongs to, and forward it to the right person. Get it wrong and an invoice sits unpaid or goes to the wrong inbox.

Who it fits

Finance or operations teams processing scanned vendor invoices.

How it works

  1. A new scanned invoice is uploaded to a Google Drive folder
  2. The text is extracted from the invoice using OCR
  3. AI identifies the company name and matches it against your records
  4. The invoice is emailed to the correct recipient automatically
  5. If no match is found, you get an email to review it manually
What you get

Invoices routed to the right desk untouched

Scanned invoices get read and forwarded straight to the person who should see them, so nothing sits in your shared folder waiting for you to sort it.

What you get

Invoices routed to the correct recipient, or flagged for review when no match is found.

What you need

A Google Drive account, an OCR.Space account, an OpenAI API key, a Google Sheets account, and a Gmail 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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