Invoice and Expense Automation

Build an automated invoice and expense processing workflow.

Input method: [email attachments / Google Drive folder / Dropbox upload]
Accounting software: [QuickBooks / Xero / FreshBooks / Google Sheets]
Expense categories: [list your categories: e.g., Software, Marketing, Travel, Contractors, Office]
Approval required for: [expenses over $X amount]

Build the automation:

Trigger: New file in Google Drive folder OR new email with invoice attachment

Step 1 — Document Processing:
- Extract file (PDF/image)
- GPT-4 Vision: Extract — vendor name, invoice date, due date, line items, subtotal, tax, total, invoice number

Step 2 — Categorization (GPT-4):
Auto-categorize based on vendor name and line items
Flag ambiguous categorizations for human review
Check for duplicates (same vendor + amount within 30 days)

Step 3 — Approval Routing:
Under $[amount]: Auto-approve and sync
Over $[amount]: Send to manager via Slack/email with extracted details + category + approval button

Step 4 — Accounting Sync:
On approval: Create bill/expense in QuickBooks/Xero via API
Upload original document to correct folder
Mark as processed in tracking spreadsheet

Step 5 — Monthly Summary:
First of month: Generate expense report by category
Compare to prior month and budget
Send to finance email as PDF