Supplier invoices sent to one inbox are read, checked and lined up in a Google Sheet for approval. Once someone approves one, it becomes a bill in QuickBooks Online or a draft bill in Xero. Everything runs in your own n8n account.
What it does
- Reads every PDF invoice attached to new email, several per email if needed
- Pulls out the supplier, invoice number, dates, line items, tax and total
- Flags duplicates, totals that don't add up, missing details and new suppliers
- Flags bank details that differ from the ones you have on file, a common invoice fraud
- Posts approved invoices to QuickBooks Online as bills, or to Xero as draft bills
- Emails a Monday summary of what needs review, what is ready to approve and what is due
What's in the pack
- Four n8n workflows: intake, posting to QuickBooks, posting to Xero, and the weekly summary
- The Google Sheet layout, as two CSV header files
- A setup guide, including testing in the QuickBooks sandbox or a Xero demo company
What you need
- n8n (Cloud or self-hosted)
- An inbox with IMAP access, an SMTP account and an OpenAI API key
- QuickBooks Online or Xero, Google Sheets and a Slack incoming webhook
Rather not set these up yourself? We'll set it up for you, in your name.
Price
- $29 one-time, delivered by email straight after payment
- Use it in as many of your own n8n workflows as you like
Want the simple version first? The free template on GitHub reads invoices into a sheet and nothing else: https://github.com/pushbuild/n8n-automation-templates
Rather we set it up for you? https://pushbuild.com/?need=pack-invoice-intake
Questions
Will it post bills without anyone checking? No. Nothing is posted until a person approves the row, and Xero bills arrive as drafts.
Does it read scanned invoices? Typed PDFs read very well. Scans and photos are flagged when no text can be found, so a person checks them.
Does it work with QuickBooks Desktop? No. It uses the QuickBooks Online API.
Background: https://pushbuild.com/guides/invoice-processing-automation.html