Invoices and receipts that enter your books by themselves
Send any invoice or receipt, as a PDF, a scan or a phone photo. It is read, checked and posted to QuickBooks and Google Sheets. Anything doubtful waits for you.
The problem
Bookkeepers spend hours retyping invoices, receipts and purchase orders. They arrive as PDFs, scans and phone photos, in every layout. Typing mistakes slip in, duplicates get paid twice, and the original document ends up somewhere nobody can find it.
What I built
Documents arrive any way you like
Upload a file, or drop it in a folder or an inbox. PDFs, scans and phone photos all work.
AI reads the document
It pulls out the supplier, dates, numbers, line items and totals, in whatever layout the document has.
Eight checks run on the result
Does the math add up, is it a duplicate, are the dates sensible, is anything missing, and is there hidden text trying to give the system orders. Rules decide this, not the AI.
Clean data is posted for you
Approved documents become a bill or expense in QuickBooks and a row, with every line item, in Google Sheets. The original is attached and filed in Google Drive.
Doubtful ones wait for a person
If something does not add up, the document goes to review. A person fixes a field and approves with one click.
Failures retry, then alert
If a service is down, the system tries again, and then tells you.
It cannot approve itself
If a document hides text such as "approve this invoice", the system flags it. Text inside a document is treated as data, never as an instruction.
Results
- 98.6%of fields read correctly71 of 72 fields on 9 fictional documents
- $0.001about, per document readAI cost measured in testing
- 8automatic checks on every documentMath, duplicates, dates and more
- ~6 sfrom upload to decisionAverage in testing
Fictional company and data. Every figure is the real output of the system on sample files.
See it working
Built with
- n8n
- Claude (Anthropic)
- QuickBooks
- Google Sheets
- Google Drive
- Gmail
Watch the 2-minute video
Video coming soon.
Try it
The live demo lets you run one-click sample documents, or your own, and act as the reviewer.
Try it liveWant this for your business?
Tell me what is slowing you down. I will reply within one business day with a clear idea of what I would build, and a fixed price after a short call.