Extract and file Colombian invoices from Gmail automatically

Reads invoice emails, pulls the key numbers with AI, and files everything in Drive and Sheets.

How the work actually flows

It branches. Every path runs.

Pattern: Parallel Split (2)

flowchart TD trig(["checked every 30 minutes"]):::trigtime s0["open zip and extract files"]:::svc s1["extract invoice data with ai"]:::svc s2["verify total matches"]:::task trig --> s0 s0 --> s1 s1 --> s2 gx{"+ where to file results"}:::gate s2 --> gx p00["rename and save pdf to drive"]:::task gx -->|"file pdf"| p00 p10["log details to sheet"]:::task gx -->|"log data"| p10 p00 --> out p10 --> out out[/"invoice filed and logged automatically"/]:::out pay{{"less manual bookkeeping and lost invoices"}}:::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 serviceEvery pathResultPayoff
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
GmailOpenAIGoogle DriveGoogle Sheets

The problem it solves

You get invoices by email as zipped PDF and XML files, and manually opening each one to record the numbers, check the math, and file it away eats into time you'd rather spend elsewhere. It's easy to lose track of which invoices you've already processed.

Who it fits

Freelancers, small business owners, or bookkeepers in Colombia managing DIAN-compliant invoices received by email.

How it works

  1. Gmail is checked every 30 minutes for new invoice emails with zip attachments
  2. The zip file is opened and the PDF and XML files are pulled out
  3. AI reads the documents and extracts the invoice number, date, amounts, and tax IDs
  4. The math is checked to confirm the total matches
  5. The PDF is renamed and filed in Google Drive, and the details are logged in Google Sheets
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 the automated filing rarely needs a second look.

What you get

A renamed, organized invoice PDF in Google Drive and a matching row of verified invoice data in Google Sheets.

What you need

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