Every few days

Every few days I open each emailed invoice, copy the supplier and the total into a spreadsheet, and file the email away.

How it goes now

Search the inbox for “invoice”.Open one.Open the PDF.Copy the supplier.Copy the invoice number.Copy the total.Paste them into the ledger.Mark it read.Drag it to Invoices.Next.

Every invoice, every few days.

Tell Kitewell once

You

Every 30 minutes, find unread email in [email protected] with an invoice attached, extract the supplier, invoice number, total, and currency with a model, append them as a CSV line to invoices.csv, then mark each email read and move it to Invoices.

That's the whole setup. Kitewell lays out every step for you to check, and nothing is saved until you apply it.

Then it runs on its own

Invoice intakeRunning on this computer

Find unread invoicesUnread email with an attachment and “invoice” in the subject, up to 20 a run.Done
Read the amountFor each email, a model answers with one line: supplier, invoice number, total, currency.Done
Add it to the ledgerThe line goes to invoices.csv in your folder.Done
File the emailMarked read and moved to Invoices, only after its line is recorded.Done

What you get instead

Invoice intakeevery 30 min

3 invoices added to invoices.csv.

invoices.csv

supplier	invoice_number	total	currency
Harbor Supply Co.	HS-20418	1240.00	USD
Bright Paper Ltd	BP-3391	86.40	USD
Northwind Freight	NF-77812	412.75	USD

Sample data

Good to know

An email is filed only after its line is recorded. One that fails stays unread and is tried again on the next run, by itself.
The model reads each invoice email to find the supplier and total. Attachments are saved with the run, on this computer.
It reads the email's text. When the total is only in the attached PDF, use the PDF invoices example, which reads each PDF from the screen.
Your computer needs to be on and awake when it runs. A run missed while it slept starts when it wakes, within 24 hours by default.

What it needs