Check and file hotel supplier invoices automatically
Every invoice sent to the agent inbox is checked: complete ones are filed in accounting after your approval, gaps and duplicates go to the team.
- Trigger
- Email to the agent inbox
- Guide value
- ≈ 10 minutes per property and day (estimate)
- Systems
- Accounting & banking
- Team channels
Today
Open supplier invoices in the mailbox, check the mandatory details, look for duplicates and copy them into accounting by hand.
Afterwards
Every invoice sent to the agent inbox is checked: complete ones are filed in accounting after your approval, gaps and duplicates go to the team.
How to set it up
- 01
Describe the task
In plain language, the way you would explain it to a new colleague. The description below is a starting point.
- 02
Review the first run
Discontinue shows you the result before anything runs on a schedule.
- 03
From then on it runs
On a schedule or when something happens. You can change it in chat at any time.
When a supplier sends an invoice to your inbox (our suppliers’ domains are the allowed senders): read the invoice from the attachment, PDF or photo, and check the mandatory details: name and address of supplier and hotel, tax or VAT number, invoice number and date, goods or service and its date, net amount, tax rate and tax amount. Check in our accounting tool whether the invoice already exists, same invoice number from the same supplier. If it is complete and new, file it there as a receipt after approval. If something is missing or it is a duplicate, file nothing and tell the accounting team what is missing. Pay nothing. Reply to the supplier only with a short confirmation of receipt.
Step by step in the documentation: Create an agent in chat.
What the result looks like
The agent works from your description and reports what it did and what is open.
What stays with you
You decide what gets filed and paid. Discontinue files only after approval, pays nothing and doesn’t chase the supplier.
- Beverage wholesaler · €1,284.60
- complete · filed after approval
- Laundry · €642.00
- service date missing · sent to the team
- Bakery · no. 2291
- duplicate, on file since 3 Nov · not filed
Sample data. Your output uses your property’s data.
Systems and permissions
| Software, any one of them | Access | What for |
|---|---|---|
| Accounting & banking | read and write | Check existing receipts for duplicates, file the invoice as a receipt after approval |
| Team channels | write | Deliver the result to the team inbox or channel |
sevDesk
Pennylane
Slack
TelegramWhich data and actions are available depends on each system’s interface. When you connect a system you decide what is granted; every run is logged.
Frequently asked questions
Who can send invoices to the inbox?
Only senders you allow, for example your suppliers’ domains. Emails from anyone else start nothing.
Which permissions does “File supplier invoices” need?
Accounting & banking (sevDesk or Pennylane): read and write, Check existing receipts for duplicates, file the invoice as a receipt after approval; Team channels (Slack, Microsoft 365, Google, or Telegram): write, Deliver the result to the team inbox or channel. When you connect a system you decide which areas and actions are granted. Everything else stays off-limits.
What happens when a rule does not apply?
Agents only work with the systems and actions you granted. Where a rule does not apply, a person decides, and every step is logged.