Invoice Email to Accounting process diagram

This is a worked example. Wavelength built the diagram below from the description on this page. Nobody drew it by hand.

What was said

Vendors email invoices to a shared accounting inbox. The automation extracts the PDF attachment from each email. It checks if the vendor is already in the system. If known, it creates a bill in QuickBooks. If unknown, it flags the invoice for manual review. For bills over $5000 it routes to the controller for approval. Once approved or under the limit, the bill is archived in Google Drive.

The diagram

What is in this flow

• Systems: Shared Inbox, QuickBooks.
• People and teams: Controller.
• Decisions: Vendor Known?, Over $5000?.
• Size: 12 steps and 11 connections.

Steps

1. Vendor Emails Invoice
2. Shared Inbox
3. Extract PDF (Automation)
4. Vendor Known?
5. QuickBooks
6. Create Bill (Automation)
7. Over $5000?
8. Controller
9. Approve Bill (Controller)
10. Flag for Review (Accounting)
11. Archive in Drive (Automation)
12. Bill Filed

Mermaid code

Copy this into any Markdown file, GitHub README, or Mermaid Live to render the same flow.

flowchart TD
  n1([Vendor Emails Invoice])
  n2{{Shared Inbox}}
  n3[Extract PDF]
  n4{Vendor Known?}
  n5{{QuickBooks}}
  n6[Create Bill]
  n7{Over $5000?}
  n8(Controller)
  n9[Approve Bill]
  n10[Flag for Review]
  n11[Archive in Drive]
  n12([Bill Filed])
  n1 -->|sends| n2
  n2 -->|extracts| n3
  n3 -->|checks| n4
  n4 -->|Yes| n6
  n4 -->|No| n10
  n6 -->|checks amount| n7
  n7 -->|Yes| n9
  n7 -->|No| n11
  n9 -->|approved| n11
  n11 -->|files| n12
  n10 -->|resolved| n12

Map your own process

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This example is part of our guide for automation builders.

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