Skip to content
Konsul
Menu
All examples

Example: Invoice entry

Vendor invoices off the inbox and onto a checked list.

Every hour it reads the invoices that arrive by email, checks the math and looks for duplicates, then lines each one up as a draft bill. Your bookkeeper approves every row before it goes into the books.

By hand

Typing in vendor invoices. About 5 minutes each time, every time it comes up.

With a build

Handled for you, and nothing reaches a customer in words you have not approved.

What a diagnostic would check first

The diagnostic decides what gets built, or whether anything should. What follows is one way it could look.

  1. How invoices arrive and who types them in
  2. What a missed or double-paid invoice costs

One way it could look

Open the working example

Quick look. The full example has every screen. Made-up bakery, vendors and invoices. The reading is pre-filled here. Nothing is posted or paid from this page.

Want one shaped around your business?Tell us what's breaking

How it would work

  1. Step 1

    It finds the invoice

    Every hour it looks for new emails with an invoice attached, and labels each email so it is read once.

  2. Step 2

    It reads the fields

    Text 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.

  3. Step 3

    It checks each one

    Lines 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.

  4. Step 4

    A person approves

    Each invoice becomes a row in Draft bills, marked ready or check with the reasons. Your bookkeeper approves rows and enters or imports them.

Waits for your OK

  • 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.
Watched by Kustos

Konsul builds it. Kustos keeps it running and right.

Once it is live, Kustos checks it on a schedule and drafts a fix when something breaks. A person approves every change.

What could go wrong

The AI misreads a number on a PDF.

Every value it reads is marked for checking and goes through the same math and duplicate checks. A row it read never shows as ready.

The same invoice gets paid twice.

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.

A total does not match its lines.

Lines plus tax are added in whole cents and compared with the total. One cent off is flagged.

Posting straight to the books breaks without anyone noticing.

A QuickBooks connection expires after 100 days without use, so posting directly is a later phase, added only with a person approving each batch.

Reading the inbox needs wide Gmail access.

Google treats it as a restricted permission. The script runs only in your own Google account, writes only to your sheet, and never sends mail.

Next step

Start with the process that costs you the most.

Rough numbers are fine. Describing it takes about three minutes.

Tell us what's breaking