Approve big invoices, then bill them in QuickBooks

When an email with an invoice attached arrives in Gmail, an AI reads the PDF and picks out the vendor, invoice number, amount and due date. An invoice over $5,000 goes to your finance director to approve first; a smaller one goes straight through.

Once an invoice is approved, it is recorded as a bill in QuickBooks under the vendor of that name and added to your invoice log sheet. If the director rejects it, the person who sent it gets a reply saying so.

You need Gmail, QuickBooks, Google Sheets and an AI provider connected. The vendor must already exist in QuickBooks, and the log needs the columns Vendor, Invoice number, Amount and Due date.

GmailWhen an email arrives. Save it as email.When an email arrives. Save it as email.

Finance director's emailSet finance_director_email to blank.

Invoice log sheetSet invoice_log_url to blank.

Download the invoice PDFDownload the attachments on email email. Save it as attachments.Gmail

Details read from the invoiceRun an AI agent: Read the attached invoice and pull out its details and save it as invoice.

Invoice approved?Set approved to true.

If invoice.output.amount is greater than 5000If invoice.output.amount is greater than 5000

Yes

Finance director approves the invoiceRequest approval: Approve invoice invoice.output.invoice_number from invoice.output.vendor_name Save it as decision. Who to ask: finance_director_emailAmount: invoice.output.amount. Due: invoice.output.due_date. Sent by email.from_address

Use the finance director's decisionChange approved to decision.approved.

No

No steps

If approved is yesIf approved is yes

Yes

Record the bill in QuickBooksCreate a QuickBooks bill. Save it as bill. Vendor name: invoice.output.vendor_name Amount: invoice.output.amountQuickBooks Online

Log the invoiceAdd a row in invoice_log_url. Save it as logged.Google Sheets

No

Tell the sender it was rejectedReply to email email. Save it as rejection_email.Hi, The finance director did not approve invoice invoice.output.invoice_number. Please get in touch with them for details. Thank youGmail