Approve big invoices, then bill them in QuickBooks
Reads each emailed invoice, asks your finance director to approve big ones, then records the bill in QuickBooks and your log.
Apps it connects
Authenticate each one once and the workflow is ready to run.
What it does
Each integration step this workflow runs, in order, what it is for, and the conditions and loops that decide when it runs.
- 1GmailNew email triggerStarts on an email with 'invoice' in the subject and a file attached.
- 2GmailDownload attachmentsSaves the invoice PDF so it can be read.
If
approvedis true- 3QuickBooks OnlineCreate billRecords the bill under the QuickBooks vendor with the name on the invoice.
- 4Google SheetsAppend rowAdds the vendor, invoice number, amount and due date to your log.
Otherwise
- 5GmailReplyTells the sender the invoice was not approved.
- 3
How it works
What happens on each run, in plain English.
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.
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