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Keep every invoice and receipt in one tidy place
Have invoice emails labelled as they arrive, then turn them into a monthly spreadsheet of supplier, date and amount in minutes.
When to use it
Set up once, then at the end of each month
Step by step
Create an invoices filter
In Gmail, search for words like invoice OR receipt OR 'payment confirmation', then create a filter from that search that applies an 'Invoices' label. Outlook users can make a rule that moves them to an Invoices folder.
Save attachments monthly
At month end, open the label and save each PDF to a Google Drive or OneDrive folder named by month, such as 'Invoices 2026-11'.
Extract the details with AI
Upload the PDFs (or paste the email text) into your AI assistant with this prompt. Remove bank details first if they're not needed.
Prompt to copyExtract the following from each invoice or receipt I've attached: supplier name, invoice number, invoice date (DD/MM/YYYY), due date if shown, amount before tax, tax, total, currency, and a one-word category from this list: [e.g. Software, Travel, Supplies, Utilities, Other]. Return a table with one row per document, in date order. If a value isn't on the document, write 'not shown' rather than guessing.Paste into your spreadsheet
Copy the table into a Google Sheet or Excel file with one tab per month, and spot-check the totals against two or three originals.
What you get
02/11/2026 | Brightline Hosting | INV-2231 | £18.00 | VAT £3.60 | £21.60 | Software. 05/11/2026 | Kettle & Co Stationers | 8841 | £42.50 | VAT £8.50 | £51.00 | Supplies.
Tips
- Always check AI-extracted amounts against the original before using them for tax or accounts, and ask your accountant if you're unsure how to categorise something.
- If you use Xero or QuickBooks, they have their own email-in addresses for bills that may save you this step.