Turn emailed invoices into QuickBooks bills automatically

Reads invoice emails, pulls out the numbers with AI, checks the math, and creates the bill in QuickBooks for you.

How the work actually flows

It branches. Exactly one path is taken; a person is alerted when a step fails.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"invoice email received"]:::trig s0["extract invoice data"]:::task s1["recalculate totals"]:::task s2["create bill in quickbooks"]:::task s3[("log to spreadsheet")]:::store trig --> s0 s0 --> s1 s2 --> s3 gx{"× do totals match"}:::gate s1 --> gx p00["proceed automatically"]:::task gx -->|"looks correct"| p00 p10["alert in slack for review"]:::task gx -->|"looks off"| p10 jn{"○ continue to bill"}:::gate p00 --> jn p10 --> jn jn --> s2 out[/"bill created in quickbooks"/]:::out pay{{"less manual data entry"}}:::pay s3 --> out out --> pay esc(("Alerts a person")):::human s2 -. "if it fails" .-> esc esc -.-> out 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 personA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

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

Business functions
AI Agents & Autonomous SystemsEmail AutomationMessaging & NotificationsDocument Processing & OCRImage & Media ProcessingSpreadsheet & Database OpsFinance & Accounting
Connects
GmailOpenAISlackQuickBooksGoogle Sheets

The problem it solves

Accounts payable means opening every invoice email, retyping vendor and amount details, and double-checking the math before it goes into your books. Mistakes slip through when you're moving fast, and there's no clean record of what happened when.

Who it fits

A bookkeeper, accounts payable clerk, or small business owner who processes vendor invoices by hand.

How it works

  1. Watches a Gmail label for new invoice emails and downloads the attachments
  2. Reads the invoice with OCR and AI to pull out vendor, amounts, and tax
  3. Recalculates the totals to check everything adds up
  4. Sends a Slack alert for human review if something looks off
  5. Creates the bill in QuickBooks and logs the details to a spreadsheet
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 put to other work and that flagged exceptions needing review are a small share of total invoices.

What you get

A new bill in QuickBooks for each valid invoice, plus a logged audit trail in a spreadsheet.

What you need

A Gmail account, an OpenAI API key, a Slack workspace, a QuickBooks account, 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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