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Template · 2 to 3 daysFoundersFinance opsAgency ownersConsultants

Invoice + Receipt Extractor

A Gmail label or Drive folder triggers the run. LlamaParse extracts text from the PDF (handles tables, multi-column, bad scans). Claude Sonnet returns a strict schema: vendor, invoice number, date, subtotal, tax, total, currency, line items. A QuickBooks bill is created against the vendor record (or the vendor is auto-created); line items map to the right expense accounts via a lookup table you own. An audit row lands in Notion with the original PDF attached. Month-end reconciliation drops from 6 hours to 20 minutes.

Book the audit · 30 minutes · No pitch

Tool-interchange map · every layer is swappable

Invoice + Receipt Extractor · tool-interchange map

01 · SourceGmailGmail labelDrive folderDropboxOutlook rule+3 more
02 · Parse PDFLLlamaParseGemini 2.5 VisionUnstructured.ioAWS Textract+3 more
03 · Extract fieldsClaudeClaude SonnetGPT-4oGemini 2.5Mistral Large+3 more
04 · Write to booksQQuickBooksXeroFreshBooksWave+3 more
05 · Log + notifyNotionNotion audit logSlack digestEmail digestAirtable+3 more

Every layer is swappable · the architecture is not

What it does

Every receipt or invoice hits a Gmail label (#receipts) or a Drive folder. LlamaParse extracts the raw text · it handles tables, multi-column layouts, and genuinely bad scans where lesser parsers give up. Claude Sonnet turns the raw text into a strict JSON schema: vendor, invoice_number, date, subtotal, tax, total, currency, line_items.

A QuickBooks bill is created against the vendor record (or the vendor is auto-created if it is new). Line items map to the right expense accounts via a lookup table you own and control. A Notion audit row lands with the original PDF attached so the trail back to the source is always one click away.

Month-end reconciliation drops from six hours to twenty minutes. Your accountant stops chasing you for missing line items at quarter close.

Real-world use cases

Who actually uses this, and what changes for them.

Agency owner reconciling 80+ vendor invoices a month

Every month-end you spend two full days in QuickBooks typing invoice details from PDFs someone forwarded three weeks ago.

Before

Receipts live in six different places: the shared Drive, personal Gmails, WhatsApp forwards, Dropbox. You hunt for them at close and manually type line items. Some always get missed.

After

Every receipt hits the Gmail #receipts label or the Drive folder. The workflow parses, classifies the expense account, posts to QuickBooks, and drops an audit row in Notion with the PDF attached. Close compresses from 2 days to 90 minutes.

Solo founder allergic to accounting

You avoid QuickBooks for three months at a time, then pay a bookkeeper $800 to sort the pile at year-end.

Before

Your shoebox of receipts is a Gmail label with 180 PDFs you never open.

After

The shoebox auto-files itself. Year-end bookkeeping drops from 8 hours of catch-up to 20 minutes of review.

Operations lead at a 20-person services firm

Contractor invoices come in from 12 different freelancers with 12 different formats. Approving and paying them is a weekly 3-hour ritual.

Before

Someone manually opens each PDF, checks the amount against the contract, types the data into QuickBooks, and slacks the approver.

After

LlamaParse + Claude extracts every field including line items and hours. Anything above $500 or outside the contract rate gets a human-review flag. Everything else posts straight through.

What changes for your team

  • Nobody on your team types invoice data anymore.
  • The expense-account mapping lives in a lookup table your team owns, so if accounting says "code this to marketing software" you change one row.
  • The audit trail always leads back to the original PDF, one click away.
  • The accountant stops asking clarifying questions at close.

Real runs, observed

Trigger

Typeform vendor invoice forwarded to #receipts label at 4:22pm

What landed

QuickBooks bill created against "Typeform" vendor, $99 monthly subscription coded to "Software · Forms", Notion audit row logged with the PDF attachment

Time

18 seconds

Trigger

Google Cloud bill arrives with 47 line items across 6 services

What landed

All 47 line items extracted and coded to the correct cost centres (compute/storage/network/egress), single QuickBooks bill posted, Slack ping because the bill is above $1k threshold

Time

34 seconds

Default tool stack

GmailGmail labelLLlamaParseClaudeClaude SonnetQQuickBooksNotionNotion audit log

Who actually runs this

Industries where this automation earns its keep.

We build to industry, not to headcount. If your world looks like any of these, this one works as-is.

Professional services firms
Proposals, retainers, status decks, resource allocation under one roof.
Ecommerce and DTC
SKU ingest, creative generation, lifecycle, returns, all wired.
Creator agencies
Roster, brief, publish, report. Same loop, every week.
Marketing agencies
Campaigns, creative, clients in parallel. One shared backbone.

Time + scope

2 to 3 days

To ship

Fixed

Pricing model

Included

Source JSON

14 days

Tweak window

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