Invoice processing

Turn an incoming invoice into a matched, recorded line with the supporting document attached.

macOS — coming soonSee the 2 automations
SMB / AUTOMATE.md

Check draft invoices over the approval limit, and email me a one-line summary with the customer and total before it is sent.

Ready-made: QuickBooks invoice approval

The job, and what good looks like.

An invoice is useful the moment it becomes a record someone can act on, and most small businesses lose days between the PDF arriving and the invoice being keyed. This workflow collects invoices from the folder, the inbox, and the receipt-capture app, reads the vendor, the amount, and the due date, and matches the line to the open purchase order or the job it belongs to. Anything that cannot be matched with confidence goes to a review queue with the reason attached rather than being posted anyway. Payment reminders go out on the schedule the owner sets, and the aging report updates in place so the number a bank statement has to reconcile against is the same number the owner sees. What a human still does is approve anything unusual, decide which disputes are worth chasing, and set the payment terms. The workflow removes the re-keying, not the judgment about who gets paid first.

When it is handled

  • Every invoice matched or flagged same day
  • No invoice re-keyed twice
  • Aged receivables visible weekly

Works with tools like

  • QuickBooks Online
  • Xero
  • FreshBooks
  • Stripe
  • Expensify

Ready-made automations. Pick the one that fits.

Each one is a plain-language document. Run it as it is, or change the timing, the rules and the tools to match your team.

QuickBooks invoice approval

Check draft invoices over the approval limit, and email me a one-line summary with the customer and total before it is sent.

When a draft invoice total is above your approval limit

QuickBooks line check

When a draft invoice appears in QuickBooks, compare each line to the job record and Slack me anything that does not match.

When a draft invoice is created in QuickBooks Online

You stay in charge.
At every step.

It does the admin. You decide what reaches a customer.

  • Nothing sent without your OK

    Reminders and replies wait in your drafts until you send them.

  • Undo what you don't want

    Every step is recorded, and a file it changed can be put back.

  • Only what you connect

    Each automation reaches only the email, calendar and folders you give it.

QuickBooks invoice approval

Approve before it sends the email?

ReviewApprove

Before you download.

Where does it run?
On your Mac or Windows computer, in the background. It keeps working after you close its window, and only reaches the folders and apps you connect for each automation.
How does it connect to our CRM and other tools?
Through each app's own connection where it offers one, signed in once by you, or by using the app in a browser the way you would. Each automation gets only the connections you give it, and the tools a page names are examples you can swap for your own.
Does it run when my computer is asleep?
It keeps your computer awake while a job runs and just before a scheduled one. While the computer is closed or off, nothing runs; when it wakes, it checks the inbox, calendar and other sources it watches for anything that arrived meanwhile.
How does my team use it?
Each person who runs automations installs the app. Keep a project in a shared folder, such as Google Drive or a network drive, and teammates can open it and follow every run, while one person owns it and runs it.
Do I need anyone technical to set it up?
No. Download the app, add an automation in plain words, and connect only what that job needs. Nothing runs until you switch it on.

Already have tools for this? Here is the difference.

The features in your invoicing or booking app

Sending standard reminders inside that one app.

They stop at that app's edge and can't follow your own rules or exceptions.

Flowchart automation tools

Connecting apps if you have the time to build and maintain the flow.

Most owners never have that time, and every exception becomes another branch.

Doing it in the evening

Full control, every time.

It waits for you, and it slips when the week gets busy.

AUTOMATE.md

Your routine, written in plain words. It runs on its own, follows your rules, handles the exceptions a flowchart can't, and asks you when it matters. The file stays yours, whichever AI model runs it.

Start with one job.
Make it your own.

macOS — coming soon
  1. 1

    Get the app

    It runs on your computer, next to your files.

  2. 2

    Add the automation

    Paste the instructions into the app, or save them as a file next to your work.

  3. 3

    Try it, then turn it on

    Run it once and check the result. It only runs on its own once you switch it on.

macOS — coming soon