Let a build read invoices from your inbox and line each one up as a draft bill, then have a person approve every row. Our Invoice entry example looks for new invoices every hour, checks that the lines plus tax equal the total to the cent and flags duplicates. Your bookkeeper approves each row and enters or imports it into QuickBooks or your accounting tool.
To catch a double payment, each invoice is compared with Draft bills and your Paid list, by vendor and invoice number, and by vendor, total and date. A match waits for a person.
The build never pays anyone and has no access to your bank. Posting straight into QuickBooks is a later phase, added only with a person approving each batch.
More for home service businessesWhat the build does
- It finds the invoiceEvery hour it looks for new emails with an invoice attached, and labels each email so it is read once.
- It reads the fieldsText and CSV files are read by fixed rules. A PDF is read by an AI model only if you switch that on, and every value it reads is marked for checking.
- It checks each oneLines plus tax must equal the total to the cent. It also flags duplicates, vendors not on your list, missing fields and due dates that have passed.
- A person approvesEach invoice becomes a row in Draft bills, marked ready or check with the reasons. Your bookkeeper approves rows and enters or imports them.
What still waits for a person
- Every bill. A row reaches QuickBooks or your accounting tool only after a person approves it and enters or imports it.
- Every payment. The build never pays anyone and has no access to your bank.
- Rows marked check. Someone compares them with the invoice before approving.
- Reading PDFs with AI. It stays off until you switch it on.
What it needs from you
- The Google account your invoices arrive in
- A list of the vendors you pay
- An AI API key, only if you want PDFs read
This is one example running on made-up data. Yours is shaped by what the diagnostic finds, so it may look different, or the honest answer may be to build nothing.