Invoice Processing
Supplier invoices captured the moment they land.
Supplier invoices buried in inboxes turn into late payments and month-end scrambles. The workflow detects every invoice on arrival, extracts the key fields, and logs it without anyone touching a row.
From inbox to payables, in three steps.
Inboxes and shared channels are monitored continuously. Each incoming message is checked against detection rules, and supplier invoices are picked out automatically.
Each invoice is read end to end. Vendor, invoice number, amount, due date, line items, and payment terms are captured in a consistent, structured format.
Every invoice lands in your tracking sheet or accounting tool with the original file attached. Records stay searchable, accurate, and ready for reporting.
What changes after we deploy this.
If any of these describe your business, this workflow earns its keep.
When supplier invoices arrive in inboxes and have to be opened, read, and typed into spreadsheets, finance teams lose hours every week. AI extraction removes the typing entirely, so your team can move from data hygiene to actual decisions.
Invoices forwarded between people, buried in threads, and never quite filed end up costing real money. The workflow captures every invoice the moment it arrives, so nothing waits in someone's inbox to be dealt with later.
When due dates only surface at month-end, late fees and supplier friction become routine. Capturing the due date at the moment of arrival means upcoming payments are visible while there is still time to act.
An audit trail, kept for you.
You won't watch this day to day. We maintain the full record on your behalf, available whenever you need to review, export, or share it.
- 8:42 AMLogged to XeroINV-8842 · Halcyon Foods£2,450 · Due Mar 18INV-8842 · Halcyon Foods8:42 AM£2,450 · Due Mar 18Logged to Xero
- 9:15 AMLogged to XeroINV-2104 · Lightning Logistics£8,720 · Due Mar 9INV-2104 · Lightning Logistics9:15 AM£8,720 · Due Mar 9Logged to Xero
- 10:03 AMFlagged for reviewINV-9920 · Vista Hotels GroupPossible duplicate of INV-9919INV-9920 · Vista Hotels Group10:03 AMPossible duplicate of INV-9919Flagged for review
- 11:27 AMFlagged for reviewINV-0612 · Northwind TravelMissing PO referenceINV-0612 · Northwind Travel11:27 AMMissing PO referenceFlagged for review
- 1:48 PMLogged to XeroINV-1339 · Indigo Group£540 · Due Mar 14INV-1339 · Indigo Group1:48 PM£540 · Due Mar 14Logged to Xero
We follow strict security practices including OAuth access control, AES-256 encryption, and full audit logs. Credentials are never stored in raw form.
- CASA Tier 2 verified
- OAuth access
- AES-256 encryption
- Audit logs
- GDPR
- CCPA
Want to know how many invoices are sitting in your inbox right now?
We will look at a week of it and tell you what we would capture, and what we would leave alone.
It runs inside the tools you already use.
And 30+ others. If your tool is not listed, ask.
See every integrationThe questions we get before we build.
Still unsure? Ask us directly and we will answer before you commit to anything.
How does the system know which emails contain invoices?
Detection combines sender history, subject patterns, and attachment analysis. Only messages that match your invoice criteria are processed; everything else is left alone, so the workflow never touches personal email or unrelated documents.
Will it process every attachment in my inbox?
No. Only messages identified as invoices are handled. Unrelated attachments, internal communications, and personal email stay untouched and are never read by the workflow.
Does it read the entire invoice document?
Only the information needed to capture invoice details: vendor, invoice number, amount, due date, line items, and payment terms. The rest of the document content is not processed or stored.
Does it work with my accounting software?
Yes. The workflow syncs with QuickBooks, Xero, Wave, and similar platforms. You can set invoices to sync automatically or wait for approval first, whatever your workflow requires. Custom integrations are available for other systems.
Does this replace my accounting software?
No. The workflow prepares clean, structured data so your accounting system stays accurate and easy to use. Think of it as the data pipeline feeding the tools you already trust.
Can it handle customer purchase orders too?
That is a separate workflow. This one reads supplier invoices, meaning money you owe, and prepares the data for your accounting system. Purchase order processing reads the orders your customers send you and turns them into works orders and schedule entries. Same idea of reading a document, different destination, and a different cost when it goes wrong.
Other automations that complement this one.
Used together with Automated Invoice Reminder and Inbox Sorting & Smart Routing, your supplier invoices flow in cleanly while your client invoices flow out reliably, with the inbox staying organised in between. If what arrives is a customer order instead of a supplier invoice, Purchase Order Processing is the one that reads it.
Ready to stop entering invoices by hand?
Free your team from manual logging and missed deadlines. Every supplier invoice captured, extracted, and logged automatically.
Every workflow is a managed monthly service. No credit card, and we respond within one business day.