Automated Invoice Processing and Reconciliation

Medium~14h estimatedFinanceAll Industries

QuickBooks MCP ServerGmail MCP ServerSlack MCP Server

The Challenge

Business Problem

Finance teams manually process hundreds of invoices monthly, comparing against POs, entering data into accounting software, and chasing discrepancies. This is slow, error-prone, and expensive.

The Approach

Solution Overview

Connect QuickBooks MCP Server with Gmail and Google Sheets MCP Servers to automatically extract invoice data, match against POs, and create accounting entries.

Step-by-Step

Implementation Steps

Extract Invoice Data

Monitor Gmail for incoming invoices and extract key data: vendor, amount, line items, due date.

Match with POs

Compare extracted data against open purchase orders in QuickBooks.

Auto-Create Entries

For matched invoices, automatically create bill entries in QuickBooks.

async function processInvoice(email) {
  const invoiceData = extractInvoiceData(email.attachments[0]);
  const matchingPO = await quickbooks.query(`SELECT * FROM PurchaseOrder WHERE VendorRef='${invoiceData.vendor}' AND TotalAmt=${invoiceData.amount}`);
  if (matchingPO) {
    await quickbooks.createBill({ VendorRef: matchingPO.VendorRef, Line: invoiceData.lineItems, DueDate: invoiceData.dueDate });
  } else {
    await slack.sendMessage({ channel: '#finance', text: `⚠️ No matching PO for invoice from ${invoiceData.vendor}: $${invoiceData.amount}` });
  }
}

Flag Discrepancies

Alert the finance team when invoices don't match POs or exceed approved amounts.

Code

Code Examples

typescript

Invoice Extractor

function extractInvoiceData(attachment) {
  const text = parseDocument(attachment);
  return {
    vendor: extractField(text, 'vendor'),
    amount: extractField(text, 'total'),
    lineItems: extractLineItems(text),
    dueDate: extractField(text, 'due_date')
  };
}

Overview

ComplexityMedium

Estimated Time~14 hours

Tools Used

QuickBooks MCP ServerGmail MCP ServerSlack MCP Server

Industry

FinanceAll Industries

ROI Metrics

Time Saved20 hours/week

Cost Reduction80% reduction in processing errors

Efficiency GainSame-day invoice processing