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Catch every supplier invoice email in one place
Automatically label incoming invoice emails, then log them weekly in a sheet with supplier, amount and due date so nothing gets paid late.
When to use it
Whenever a new invoice email arrives, plus a weekly log-up
Step by step
Create an invoice filter
In Gmail's settings, under Filters, create a filter for emails containing words like 'invoice' or 'statement' that have an attachment, and apply the label 'Invoices to pay'. In Outlook, create a rule that moves them to a folder.
Set up a bills sheet
Make a Google Sheet with columns: Received, Supplier, Invoice no., Amount, Due date, Paid?, Notes.
Log them each week
Once a week, open the label, upload the invoice PDFs to your AI assistant and paste this prompt.
Prompt to copyExtract these details from each attached invoice into a table: Received date, Supplier, Invoice number, Amount (including VAT), Due date (DD/MM/YYYY), Payment details shown (yes/no). Copy everything exactly as printed. If a due date isn't shown, write 'not stated'. Do not include bank account numbers in your answer.Paste and sort
Paste the rows into your sheet and sort by due date. Pay or schedule anything due in the next 7 days.
Watch for fake invoices
If an invoice comes from a new sender or a supplier's bank details have changed, phone the supplier on a number you already have before paying.
What you get
10/11 | Greenway Packaging | INV-5521 | £418.80 | 24/11/2026 | No | 10/11 | Brightline Electric | 88213 | £96.00 | 01/12/2026 | No | Direct debit - check
Tips
- Check what your filter catches for the first couple of weeks and add or remove keywords as needed.