Email invoices and receipts to an AI that enters them in QuickBooks and files them
Email any invoice, contract, form or receipt to your agent. It pulls out the details, enters them where they belong, files it, and tells the right person.
- Reach it by
- Who can use it
- Anyone at your company, and the vendors you allow
- Works in
- Its own email address · QuickBooks or Xero · Google Drive, SharePoint or Dropbox · Slack, Teams or email
The problem
Bills, receipts, signed contracts and forms land in five inboxes. Someone downloads each one, types the numbers into QuickBooks, renames the file "scan_0042.pdf" to something useful, and drags it into a folder.
When they're busy, it piles up. Bills get paid late, receipts never get matched, and the signed contract you need is in someone's downloads folder.
What your agent does
- Forward a document to your agent's addressInvoice, contract, form or receipt
- Your agent reads itVendor, amounts, dates, due date, who it's for
- Bill or expense entered
- Filed with a clear name
- The right person told
- A reply with what it didWhere it filed it and what it entered
What you get
- Documents filed with useful names in the right folder
- Bills and receipts in your books the same day
- No more typing numbers off PDFs
- The right person knows a document arrived
Who approves what
Filing and naming run on their own. Bills go in unpaid (as drafts in Xero), your bookkeeper reviews them before anything is paid, and the agent never pays. A new vendor, an amount it can't read clearly, or bank details different from your vendor list go to the bookkeeper first.
Common questions
- What if it misreads an amount?
- It checks totals against line items and flags anything that doesn't add up. Your bookkeeper still reviews bills before payment, so a wrong number gets caught before money moves.
- Does it work with phone photos and scans?
- Yes. Snap a receipt and email it. If the photo is too blurry to read, it replies and asks for a better one.
- Can anyone email junk to that address?
- It only acts on mail from your staff and the vendors you approve. Anything else is set aside for a person to look at.
Read more
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Record and transcribe the sales meeting, turn the transcript into the facts a proposal needs (scope, deliverables, timeline, budget, decision makers), fill your own proposal template from those facts, and have the person who ran the call review it before it goes out. A proposal that used to take an evening becomes a draft waiting for review shortly after the call.
Read the postHow do you build a back office AI agent for a small business?
Give an AI model a short list of jobs, connect it to the systems those jobs touch (email, calendar, accounting, CRM, files), write down what it may do alone and what needs your approval, enforce those rules in the software that connects it, and log everything it does. Start with one workflow, like chasing unpaid invoices, and add more once it's reliable.
Read the postHow do you automate the invoices, receipts and forms coming into your inbox?
Send every document to one inbox or folder, pull the details you care about off each one (vendor, date, amounts, names), check them against your rules, enter them in your accounting or business system, and file the original with a consistent name. Anything that doesn't match your rules goes to a person instead of being entered.
Read the post
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