File emailed invoices and approve the big ones

Invoices arrive as email attachments and end up unfiled. When an email with an attachment and "invoice" in the subject arrives, an AI reads the invoice for its vendor, invoice number, total and due date.

It is added to your Bills tab (columns Vendor, Invoice number, Total, Due date and Status) unless that invoice number is already there. Anything over $5,000, or whose total could not be read, goes to your finance manager first: approved invoices are marked Ready to pay and rejected ones Rejected. Your AI provider needs to be connected for the reading step.

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

Finance manager's emailSet financeManager to blank.

Bills spreadsheetSet billsSheet to blank.

Download the invoiceDownload the attachments on email email. Save it as attachments.Gmail

Read the invoiceRun an AI agent: Read this invoice and save it as invoice.

Look for the same invoice numberRead the rows of billsSheet. Save it as already_filed.Google Sheets

Skip an invoice that is already filedIf already_filed.count is 0

Yes

Ready to pay unless finance says noSet status to Ready to pay.

Large or unreadable invoices need approvalIf invoice.output.total is greater than 5000 or invoice.output.total is blank

Yes

Ask finance to approve a large invoiceRequest approval: Pay invoice.output.vendor invoice invoice.output.invoice_number Save it as decision. Who to ask: financeManagerTotal invoice.output.total, due invoice.output.due_date. Received from email.from.

If decision.approved is noIf decision.approved is no

Yes

Change status to Rejected.Change status to Rejected.

No

No steps

No

No steps

Add the invoice to the Bills tabAdd a row to 'Bills' in billsSheet. Save it as added.Google Sheets

No

No steps