Finance · Automate & Route
AI invoice processing and approval routing
Doe reads invoice PDFs from email or shared folders, extracts the data, checks for duplicates and mismatches, and routes each invoice with the context AP needs to act.
Works acrossGmailGoogle DriveQuickBooksSlack
What you get.
AI invoice processing and approval routing turns invoice PDFs into approval-ready packets with extracted fields, line items, and exception checks. AP teams move faster because clean invoices route forward and bad ones are flagged before they turn into month-end cleanup.
Inputs, output, and review.
- 01InputsInvoice PDFs from Gmail and Google Drive
- 02OutputApproval-ready invoice packet in QuickBooks with exceptions
- 03Human reviewDuplicates, PO mismatches, and missing vendor records
AP teams spend too much time keying in invoices and chasing avoidable exceptions
An invoice lands in the inbox as a PDF, and someone has to open it, retype the fields, check whether it is a duplicate, and figure out who should approve it.
That work piles up fast when invoices are multi-page, line-item heavy, or missing context. The result is slow approvals, late exception discovery, and more cleanup at close.
What changes.
- 01Invoice entryBefore · Fields and line items typed in by handWith Doe · Invoice data extracted from the document
- 02Exception detectionBefore · Duplicates and mismatches found laterWith Doe · Exceptions flagged before approval routing
- 03Approval speedBefore · Invoices sit in a shared queue waiting for contextWith Doe · Clean invoices move forward with the needed details attached
- 04Month-end cleanupBefore · Problems surface during closeWith Doe · Bad invoices are isolated earlier in the process
How Doe runs invoice processing
- 01Pulls invoice attachments from the AP inboxGmailDoe collected 18 new invoice PDFs from AP inboxes before the team opened the queue
- 02Pulls new invoice PDFs from shared vendor foldersGoogle DriveDoe found 9 additional invoices in Google Drive vendor folders and added them to the same processing run
- 03Extracts vendor details, dates, totals, taxes, and line itemsDoeDoe captured the invoice number, issue date, due date, subtotal, tax, total, and 14 line items from a five-page vendor invoice
- 04Checks for duplicates, mismatches, and missing contextDoeDoe flagged 3 possible duplicates, 2 PO mismatches, and 1 invoice missing a vendor record before anything was routed
- 05Prepares clean invoices for accounting reviewQuickBooksApproval-ready invoices were prepared in QuickBooks with the extracted fields attached and exceptions split into a separate review queue
- 06Sends AP a digest of what moved and what needs reviewSlackDoe posted the processed invoice count, exception list, and next approver status to the finance channel
- 07RecurringWhen a new invoice lands in the monitored inbox or folderEach new invoice can trigger the task automatically so AP sees clean invoices, exceptions, and review status without rebuilding the packet by hand. Approval-ready invoices prepared and exceptions sent to AP.
Up and running in under ten minutes.
- 01Connect your toolsOne-click OAuth for each integration. No API keys, no engineering.
- 02Describe what you need“When a new invoice arrives, extract the key fields and line items, check for duplicates and mismatches, prepare clean invoices for review, and send AP a summary of anything that needs attention.”
- 03It runs on scheduleRuns when new invoice documents arrive or on demand for backlog cleanup.
Before you delegate.
- 01Can Doe process scanned and multi-page invoices?Yes. Doe can process scanned invoices and multi-page PDFs. Low-confidence fields should still be reviewed before posting.
- 02Does it detect duplicate invoices?Yes. Duplicate checks can compare invoice number, vendor, amount, and surrounding context before the invoice moves into approval.
- 03How are non-PO invoices handled?Non-PO invoices can still be processed. Doe flags that the expected PO match is missing so AP can review the exception.
- 04Can approvers still review before anything is posted?Yes. Doe prepares an approval-ready packet. Approvers still decide what gets accepted.
- 05What accounting systems can this feed into?QuickBooks is the example shown here. The same output can feed any accounting process that accepts invoice data, exception notes, and review status.