No More Touching
Invoices by
Hand
TIME SAVED
⏱ 5-18 hrs/wk
TIME TO DEPLOY
⚡ 3-4 hrs
The Result at a Glance
Invoice lands. Data extracted. Routed. Approved. Payment queued. Nobody touched a spreadsheet.
Trigger
Invoice arrives by email, upload, or scan
AI reads the document and pulls every relevant data point
Cross-referenced against open POs and vendor records
Sent to the right approver without anyone deciding who that is
Output
Payment scheduled. Overdue reminders running. Finance team freed up.
Step-by-Step Breakdown
How We Built It
Five steps. Fully automated.
Capture
1. Invoice detected the moment it arrives
Whether it comes in as a PDF attachment, a forwarded email from a vendor, or a phone photo of a paper invoice, the system picks it up instantly. Connected directly to the accounting inbox or a shared Google Drive folder. No manual sorting. Nothing falls through.
Extraction
2. AI reads the invoice and pulls every field that matters
Claude extracts vendor name, invoice number, line items, totals, tax, due date, and payment terms. Handles inconsistent formatting, scanned documents, and multi-page invoices. Output is clean, structured data. Manual keying is completely eliminated.
Matching
3. Invoice cross-referenced against existing records automatically
Extracted data is checked against open POs, active vendor contracts, and client records in QuickBooks or Xero. Clean matches confirmed without human involvement. Discrepancies flagged with a plain-English note. Your team only reviews exceptions.
Routing
4. Sent to the correct approver based on rules you set
Approval logic configured at setup: dollar thresholds, department codes, vendor categories. The invoice routes itself. Approver gets a Slack message or email with a single approve button. No dashboard logins. Most approvals happen in under a minute.
Final Output
5. Payment queued. Reminders running. Cash flow visible.
Approved invoices pushed directly into QuickBooks or Xero and scheduled for payment. Due dates trigger automated reminders. Overdue invoices escalate automatically. Every transaction logged to a Google Sheet with timestamps and approval history.
Tech Stack
What We Used
Free-tier friendly. Likely already in your stack.
GET THIS BUILT FOR YOUR BUSINESS
Want us to implement this for you?
This is one workflow. We map your full operation and build the highest-leverage automations first.
30-minute strategy session. No pitch. You leave with a clear picture of what to automate next.