Process emailed PDF invoices into QuickBooks bills with OpenAI

AI Invoice Processor for QuickBooks - Email to Bill with PDF Attachment

Automatically processes vendor invoices received by email, creates QuickBooks bills with full details, and attaches the original PDF.

Who is this for?

- Small/medium businesses using QuickBooks Online - Bookkeepers processing 20+ invoices/month - Accounting firms managing multiple clients - Anyone tired of manually entering invoice data into QuickBooks

What it does

1. Monitors Gmail for new emails with PDF attachments (every 15 minutes) 2. Extracts text from the PDF using n8n's built-in PDF parser 3. AI classification - determines if the PDF is actually an invoice (skips receipts, contracts, etc.) 4. AI data extraction - pulls structured data: vendor name, invoice number, amount, currency, dates, and line items 5. Vendor lookup - searches QuickBooks for the vendor by name 6. Creates a Bill in QuickBooks with all extracted data (amount, description, dates) 7. Attaches the original PDF to the bill for reference 8. Sends confirmation email back to the sender with bill details

Error handling

- Not an invoice? Silently skipped - no noise - AI can't extract valid data? Email sent to AP team with error details - Vendor not found in QuickBooks? Email sent to AP team with vendor name and action steps