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Finance
AI Invoice Processing & Approval Pipeline
Automated invoice extraction, validation, and approval routing that eliminated manual data entry and reduced processing time by 80%.
Processing time
80% faster
Tools
OCRGPT-4QuickBooksGoogle Sheetsn8n
The Client's Problem
My Approach
The Workflow Breakdown
1
Gmail polling every 30 minutes with attachment extraction for PDF, JPEG, and PNG invoices 2. GPT-4 Vision line-item extraction producing structured JSON with vendor, items, and totals 3. Automatic project matching by PO number, vendor name, or delivery address 4. QuickBooks chart-of-accounts categorization trained on 6 months of historical entries 5. Slack approval workflow for flagged invoices over $500 or unmatched to a project
Results & Impact
- Bookkeeper hours on invoices dropped from 12 hours/week to under 1 hour (review only)
- Categorization accuracy improved from ~88% (manual errors) to 99.1% automated
- Invoice processing time went from 8-15 min per invoice to under 30 seconds
- Miscategorized expenses went from $6,200 in one quarter to zero since deployment
- Job cost report accuracy went from unreliable to real-time, matched to project
- Monthly cost savings of $2,800 in redirected staff time
Technical Highlights
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