Automatically capture invoices from Gmail into one organized record

Scans your inbox for invoices, pulls out the key details with AI, and logs every one into a spreadsheet automatically.

How the work actually flows

It branches. Exactly one path is taken; runs once per one per inbox message.

Pattern: Exclusive Choice (4) · Multiple Instances with a priori Run-Time Knowledge (14)

flowchart TD trig(["scheduled inbox check"]):::trigtime s0[["Scan inbox for new messages"]]:::mi s1["AI reads message for invoice signals"]:::task trig --> s0 s0 --> s1 gx{"× is message an invoice"}:::gate s1 --> gx p00["extract invoice details"]:::task gx -->|"Is invoice"| p00 p01["save file and log in sheets"]:::task p00 --> p01 p10["leave message unread"]:::task gx -->|"Not invoice"| p10 p01 --> out p10 --> out out[/"Invoice logged with linked file"/]:::out pay{{"Organized invoice records without manual entry"}}:::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 stepRuns once per itemOne 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

GmailGoogle DriveGoogle SheetsOpenAI

The problem it solves

Invoices arrive scattered across your inbox and you end up hunting through months of email to find one when tax time or reconciliation comes around. Manually opening each email, saving the PDF, and typing the numbers into a spreadsheet eats up time you do not have.

Who it fits

Founders, finance teams, and solo operators who receive invoices by email.

How it works

The system checks your Gmail inbox on a schedule for new messages
AI reads the email and any attachments to decide if it is actually an invoice
If it is, AI pulls out the date, invoice number, provider, and amounts
The invoice file is saved to Google Drive, or the email is linked directly
The details are logged in Google Sheets and the email is marked as read

Quick estimate

What it is worth to you

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

Invoices that arrive by email per week

per week

Minutes to save and log one invoice manually

minutes

Loaded hourly cost of the person doing this

$ per hour

0Hours freed per month

0Value per year at your hourly cost

Assumes invoice volume stays steady and freed hours are put toward other work.

What you get

A searchable spreadsheet of every invoice with its key details and a link to the original file.

What you need

A Gmail account, a Google Workspace account for Drive and 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

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