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Automated Invoice Processing System
This project focuses on financial AI automation, specifically designed to eliminate manual data entry. Using a make.com scenario, the system monitors a Gmail inbox for new invoice attachments. Once a file is detected, it passes through an OCR and OpenAI-powered extraction layer to identify line items, totals, and due dates. I then leveraged a custom API integration to push this data directly into accounting software. This make.com automation significantly reduces human error and is a perfect example of how to fix workflow inefficiencies in a finance department through professional-grade automation.
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n8n + AI Vision — Automated Invoice Processing (PDF → ERP)
Supplier invoices arrive as PDFs in a shared inbox. AI Vision reads each invoice, extracts header, line items and
totals, validates the math, and posts the entry directly to the ERP — SAP, NetSuite, Dynamics, Odoo or Sage.
Exceptions only escalate when truly needed.
The problem
Accounts payable was bottlenecked by inbox triage. Someone had to open every supplier invoice PDF, retype headers,
line items, VAT and totals into the ERP, and chase the supplier when numbers didn't match. Slow, error-prone, and the
backlog built up every month-end.
What I built
A fully automated invoice-to-ERP pipeline that handles the full document flow without a human touch unless something
is genuinely off:
Inbox watcher detects new invoices in the AP shared mailbox.
AI Vision (GPT-4) parses the PDF — supplier data, invoice number, dates, line items, subtotals, VAT, totals.
Validation layer checks the math, matches the supplier against the master vendor list, flags duplicates and missing fields.
ERP posting — entry written directly into SAP / NetSuite / Dynamics / Odoo / Sage via official API or DB connector.
Exception queue — only documents that fail validation hit a human, with the reason pre-explained.
The stack
n8n · GPT-4 Vision (OCR + structured extraction) · ERP connectors (SAP / NetSuite / Microsoft Dynamics / Odoo / Sage)
· Validation engine · Slack/email exception alerts · Audit-ready logs.
Outcome
+400 invoices/month processed end-to-end without human entry
0 typing errors on posted entries — the AI doesn't fat-finger numbers
Month-end closes faster — the AP backlog stops being a bottleneck
Same-day visibility on flagged exceptions
Want something similar?
The same engine handles purchase orders, delivery notes, contracts, customer onboarding forms — anywhere a structured
document arrives by email and gets retyped into a system today.
📧 Is your team still reading and copying emails by hand?
I build AI-powered email automation workflows that eliminate the manual work entirely from inbox to structured report, without a single click.
Here's what a typical setup looks like:
Email arrives → AI reads and classifies it
Key data extracted (shipment ID, ETA, costs, status)
CRM or spreadsheet updated automatically
Exception report delivered every morning
Follow-up email sent on schedule
Built with n8n, Make, or Zapier, whichever fits your stack.
✅ Works for logistics, freight, e-commerce, ops teams, agencies
✅ Fully documented & handed over with instructions
✅ Fast turnaround, async-friendly
📌 Also on Fiverr → https://www.fiverr.com/s/BRY2DB5
DM me with your email pain point and I'll tell you exactly how I'd automate it. 🚀
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