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Vendor Invoice Sorter

Roughly one in ten vendor invoices is wrong: a duplicate, a quote that crept from $400 to $650, a discount that never got applied. Vendor Invoice Sorter reads every invoice that hits your ops inbox, matches it to the work order, checks the amount against the quote, and catches the duplicates, then proposes the QuickBooks coding for one-click approval. It also chases every vendor's insurance before it lapses.

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How to use this template

  1. Hire the template in your Sidekicks dashboard
  2. Point it at your vendor-invoices inbox and connect Breezeway and QuickBooks
  3. Add your vendors with their COI records and rate agreements
  4. Go live in draft, nothing posts to your books without you

What this does

  • Reads each invoice, a clean PDF or a photo of a handwritten one, and pulls the structured data
  • Matches it to the work order by vendor, property, date, and amount, and lands the right one most of the time
  • Compares the invoice to the quote and flags the overage, 5 to 15% for a quick look, above 15% held
  • Catches duplicates, the same vendor and amount inside 30 days, and always surfaces them
  • Tracks every vendor's insurance and sends the 30, 14, and 7 day reminders before it expires

Saves

  • The 8 to 12% of invoices carrying a duplicate or a quiet overage, caught before you pay them
  • The uninsured-vendor liability, headed off by COI reminders that chase themselves

Workflow

Trigger
An invoice lands in the inbox
Fires on each new email to your vendor inbox, with a daily 7am pass over every vendor's insurance expiry.
Tool call
Read it and find its match
parse.extract() + wo.match() · the vendor, amount, and line items from the PDF, matched to the work order by vendor, property, date, and amount.
Prompt
Validate and code it
Checks the amount against the quote, scans 30 days for a duplicate, and proposes the QuickBooks class and account from how you have coded this vendor before.
Draft
Build the review card
The original PDF side by side with the matched work order, the quote variance, the duplicate check, and the proposed coding, ready for one tap.
Approval
You approve, it posts
Nothing hits QuickBooks without you. On approval it creates the bill with the PDF attached for audit and files the email. Any vendor question routes to you rather than getting an auto-answer.

More Sidekicks to explore.

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