File emailed invoices and approve the big ones
Reads each invoice emailed to you, files it in a Bills sheet, and sends large or unreadable ones to finance for approval first.
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 when an email with an attachment and "invoice" in its subject arrives.
- 2GmailDownload attachmentsSaves the invoice file from the email.
- 3Google SheetsRead rowsLooks for the same invoice number in the Bills tab so a resent invoice is not filed twice.
If
already_filed.countis 0- 4Google SheetsAppend rowAdds the invoice to the Bills tab with its status.
- 4
How it works
What happens on each run, in plain English.
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.
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