On a schedule · Bookkeeper
Get incoming invoices ready for review.
Maintenance suppliers email PDFs with inconsistent references. The bookkeeper needs a review queue before posting anything to the ledger.
Gmail
Google Drive
QuickBooksRole: Bookkeeper at a property management companyTrigger: New supplier invoices arrive each weekday
Discuss this workflowFinance administration · Sample checks
| Check | Finding / next step |
|---|---|
| Document | Supplier invoice INV-204, source PDF linked. |
| Review | Currency is unclear; verify against the original. |
| Possible duplicate | Matching reference found in an earlier file. |
THE WORK
How the workflow works
- 01GmailGoogle Drive
Collect new invoice attachments from the selected mailbox or Drive folder.
- 02Google Drive
Extract supplier, invoice number, dates, currency and total; mark unreadable fields and possible duplicates.
- 03QuickBooks
Check for an existing QuickBooks record and prepare a source-linked intake review.
THE RESULT
What you get
Time backReduces manual transcription before the ledger review.
GETTING STARTED
What you need to set up
Connect the sources used in this example, then confirm the scope and schedule.
- Gmail
- Google Drive
- QuickBooks
Connections and available actions depend on your account permissions and setup.
HUMAN CHECK
Before anything goes out
The bookkeeper checks original PDFs and decides what is entered in QuickBooks.
Illustrative workflow and fictional output, not a customer testimonial or measured result. Actual results depend on source quality and setup.
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