Reads each emailed invoice, asks your finance director to approve big ones, then records the bill in QuickBooks and your log.
Uses
Claude
Gmail
Google Sheets
QuickBooks Online
Approve big invoices, then bill them in QuickBooks
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 5000Yes
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 yesYes
Record the bill in QuickBooksCreate a QuickBooks bill. Save it as bill.
Vendor name: invoice.output.vendor_name
Amount: invoice.output.amountQuickBooks OnlineLog the invoiceAdd a row in invoice_log_url. Save it as logged.Google SheetsNo
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