An invoice workflow, built and tested for civil construction.
Built and tested end to end using real supplier data and email patterns from an Australian civil construction business. It isn’t live with a customer yet, so you won’t find savings figures here. You’ll find exactly what it does with each email, and what it leaves to your team.
Your accounts inbox · These folders live inside it, and it clears itself as the work is done.
What happens to each email.
It sorts, checks and delivers, in the same order every time. Tap any step, or let it play.
Supplier email lands in your accounts inbox, as it does today.
- Email with no attachment
- Not processed
- Reply in a thread already handled
- Not processed again
A photo from site is read like a PDF.
- PDF, PNG or JPG
- Read
- No usable attachment where an invoice should be
- Recorded as an error
Only invoices carry on.
- Statement
- Moved to the Statements folder
- Delivery docket, or anything else
- Recorded, kept out of the invoice run
- Several kinds of document in one PDF
- The first page decides
Five details are read. Nothing else.
- Supplier
- Ferro Steel
- Invoice
- FS-3317
- Date
- 14 Oct 2026
- Total
- $8,412.50
- Tax
- $764.77
- Supplier, number, date, total, tax
- Read from the invoice
- Anything else on the page
- Left alone
The same invoice is never sent twice.
- Name or number written differently
- Still recognised
- A duplicate
- Logged and counted, not sent on
Every invoice is matched to your supplier list.
- Pty Ltd, capitals or punctuation
- Still matches
- Sent through Xero, MYOB, QuickBooks or ServiceM8
- Traced from the subject line
- A new supplier
- Send it to us and we’ll add it to your list
Each invoice goes where you’ve set for that supplier.
- A matched invoice
- Sent with its original attachment
- Once it’s sent
- The email moves to Processed
Anything it can’t place goes to a person.
- Supplier not on your list
- Needs attention
- Destination can’t be reached
- Needs attention
Every document leaves a record.
| Time | Document | Outcome |
|---|---|---|
| 08:52 | IMG_4471.jpg | Processed |
| 08:47 | KE-1184.pdf | Needs attention |
| 08:30 | INV-458.pdf | Duplicate |
| 07:58 | Statement.pdf | Statement |
| 07:40 | (no attachment) | Error |
- Every document
- Recorded with its outcome
- Any invoice, any day
- You can see what happened to it
When it isn’t sure, a person decides.
Needs attention is a folder in your inbox. Nothing in it moves until someone on your team decides.
- A supplier that isn’t on your list
- An invoice that can’t be sent on
- Any reason you add when it’s set up
Ten emails it was tested on.
Each one runs through the same steps. Pick one, or let them play in turn.
Playing each in turn.
- Arrives
- Attachments opened
- Worked out what each document is
- Invoice read
- Duplicate check
- Supplier matchedMatched from the invoice, not the sender: J. Marsh Plumbing
- Sent on
- Recorded
Who does what.
It does the sorting. Your team keeps every decision.
| Job | It does | Your team |
|---|---|---|
| Sorts incoming emailInvoices, statements, dockets | No | |
| Reads each invoiceSupplier, number, date, total, tax | No | |
| Matches the supplierAgainst your supplier list | No | |
| Catches duplicates | No | |
| Sends each invoice to the right placeWith its original attachment | No | |
| Keeps a recordEvery document and its outcome | No | |
| Codes to jobs and checks POsCan be added to your setup, where your job and PO data allows | No | |
Handed over | ||
| Decides on Needs attentionAnd sends us any new supplier to add | No | |
| Approves invoicesAn approval step can be scoped separately | No | |
| Checks supplier bank details | No | |
| Posts to the accountsYour AP tool does this, as it does now | No | |
| Pays | No | |
Does todayCan be added to your setup
There’s no new app to learn. Your team keeps working in your own inbox.
What it works with.
Built on
Microsoft 365
Outlook
GmailUsing a different email provider? It’s adapted to yours when it’s set up.
It works inside your accounts inbox, using these folders:
Sends invoices to wherever you choose
Direct accounting integrations are assessed for each business, never assumed.
Have an inbox that looks like this?
Book a call and bring your supplier list and a few example invoices, including the awkward ones.