Invoice-to-QuickBooks Automation
AI extracts invoice line items, formats them QuickBooks-ready, and flags only the exceptions in Slack.
The challenge
Bookkeepers were hand-keying every vendor invoice into QuickBooks — slow, error-prone, and impossible to scale during close. Exceptions and clean invoices got the same manual treatment.
Our approach
We built an event-driven pipeline: an inbound invoice triggers an AI extraction step that pulls structured line items, validates them against vendor and GL rules, and scores its own confidence. High-confidence invoices are formatted QuickBooks-ready automatically; anything ambiguous is routed to Slack with the source document attached for a one-click human decision.
- Python
- FastAPI
- OpenAI / Anthropic APIs
- pgvector
- n8n
- Slack API
The build
A FastAPI service orchestrates extraction, a pgvector store handles vendor matching, and an n8n workflow wires the QuickBooks and Slack integrations. Every decision is logged for auditability.
Results
Saved per week
Auto-processed
Lower handling cost