Matt Zimak Automations Invoice automation
Invoice automation, from inbox to live finance.
- Finance
- Accounts payable
- Invoice extraction
- Dashboards
A family business group with four companies kept one payment sheet by hand: invoices retyped from email, paid marks set by hand. Since 20 August 2026 every invoice that arrives by email is forwarded to wflow on its own and read and labelled there. What needs paying lands in the payment list, and every cost shows up in a live dashboard. One mailbox is enough to start.
The problem.
Invoices arrive by email and get retyped into a payment sheet. Paid marks are set by hand, duplicates slip through, and costs reach the books weeks later, so the owners see what a month cost only after the accountant closes it.
How it works.
- One mailbox
- Suppliers send invoices to one mailbox. Each one is forwarded to wflow automatically, including invoices that arrive only as a link; an email carrying invoices for several companies is split.
- wflow, with Rossum
- Rossum reads the supplier, amounts, due date and bank details. wflow labels each document by custom rules: cost category, cost centre, and whether it needs paying.
- n8n
- Moves each document by its label, and catches duplicates, misread amounts and broken bank details on the way.
- The payment list
- Only what needs paying lands in the Google Sheet, labelled automatically, with a QR code for each payment. Paid receipts and anything not actionable stay in wflow.
- The live dashboard
- Every cost appears under its category next to revenue, in a custom dashboard built with Claude Code.
What you need.
- One mailbox
- Where suppliers send invoices, or a forwarding rule from the inboxes you use today.
- wflow
- The document system, with Rossum reading inside it. Your own account, set up as part of the build.
- A Google account
- For the payment list. The dashboard is hosted for you.
- n8n
- Your own account, set up in the build and owned by you.
- The person who pays the bills
- About an hour a week while it is set up; then the list is theirs.
What it takes.
Two weeks of audit, then the build.
The process mapped end to end, the plan written, the build shipped with logs, retries and a handover document.
An hour a week of yours.
One person who knows the process, during the audit and the first build. Everything is written down, so the knowledge stays with you.
A fixed audit fee, credited to the build.
Every build is scoped from the audit, never priced blind. You hear the numbers on the intro call, before anything starts.
Running today.
Four companies, one payment list.
A family business group, live since 20 August 2026, every payment with a QR code.
A second group on the same pipeline.
A design studio group with three companies: received invoices from wflow, issued invoices from its project tool, costs and revenue per project, since summer 2026.
The accountant's view, daily.
Every document of the month per company, in a live overview that updates itself.
More for family businesses and for studios and agencies.
Questions owners ask.
What if an invoice arrives as a link, or one email carries invoices for several companies?
The document is downloaded automatically, and each attachment is routed on its own, into the right company.
What stops a reminder from being paid twice?
Duplicates are matched on supplier, reference and due date before they reach the list. A reminder or a re-sent invoice never becomes a new row.
What if an amount is read wrong?
Amount and bank-detail guards stop the row, and the bill waits for a person instead of reaching the list with a wrong number. A payment that cannot get a QR code says why, in the same words every time.
Where does the data live?
In your wflow, your Google Sheet and your n8n account. The dashboard is hosted for you, behind a login.
Start with the audit.
Two weeks on the process that hurts most, a written plan you own, and the fee credited to the build. Or start with a fifteen-minute call.