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Log Vendor Invoices
Enter billing portal invoices in your spreadsheet and alert your clerk
Use this Agent instantly or customize it - no programming needed
- Invoice PDFInvoice PDF
Your supplier's PDF provides the invoice date, charge description, and total.
- Source invoice linkSource invoice link
Your portal record link takes the clerk back to the submitted invoice.
- Submission IDSubmission ID
Your portal assigns this ID so the Agent can find any row already made for the submission.
- Existing invoice rowsExisting invoice rows
Your existing rows show whether this submission already appears in the spreadsheet.
- Invoice spreadsheet setupInvoice spreadsheet setup
You choose the spreadsheet and columns that will hold the invoice details and source link.
- Clerk email addressClerk email address
You choose which accounts payable clerk receives invoice links or a review request.
Zoom receives supplier invoices, keeps their source links, and sends the clerk updates.
Your invoice spreadsheet holds invoice rows and submission IDs so each submission gets one entry.
- Portal logging statusPortal logging status
Your portal shows whether the submission was logged, needs review, or was already logged.
- Review emailReview email
Your clerk gets the source invoice link and the exact missing detail or spreadsheet error.
- Portal logging statusPortal logging status
Your portal shows whether the submission was logged, needs review, or was already logged.
- Spreadsheet row linkSpreadsheet row link
Your portal submission holds a direct link to its new or existing invoice row.
- Invoice rowInvoice row
Your spreadsheet gains one row with the date, description, total, source link, and submission ID when the write succeeds.
- Portal logging statusPortal logging status
Your portal shows whether the submission was logged, needs review, or was already logged.
- Review emailReview email
Your clerk gets the source invoice link and the exact missing detail or spreadsheet error.
- Portal logging statusPortal logging status
Your portal shows whether the submission was logged, needs review, or was already logged.
- Spreadsheet row linkSpreadsheet row link
Your portal submission holds a direct link to its new or existing invoice row.
- Invoice links emailInvoice links email
Your clerk gets an email linking to the source invoice and its new spreadsheet row.
This Agent waits for a supplier invoice in your billing portal. It reads the PDF and checks your spreadsheet for an existing entry. It logs the invoice and emails your clerk links to both records.
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Google SheetsUsed as:
- Invoice spreadsheet
Google Sheets holds invoice rows and submission IDs so each submission gets one entry.
AirtableUsed as:
- Invoice spreadsheet
Airtable holds invoice rows and submission IDs so each submission gets one entry.
ZoomUsed as:
- Billing portal
Zoom receives supplier invoices, keeps their source links, and sends the clerk updates.
Microsoft ExcelUsed as:
- Invoice spreadsheet
Microsoft Excel holds invoice rows and submission IDs so each submission gets one entry.
SmartsheetUsed as:
- Invoice spreadsheet
Smartsheet holds invoice rows and submission IDs so each submission gets one entry.
Zoho SheetUsed as:
- Invoice spreadsheet
Zoho Sheet holds invoice rows and submission IDs so each submission gets one entry.
KintoneUsed as:
- Invoice spreadsheet
Kintone holds invoice rows and submission IDs so each submission gets one entry.
Made for your industry
Log Vendor Invoices is made for businesses in these industries.
- Retail
Add merchandise supplier invoices to the sheet with source links.
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Enter clients' supplier invoices with links to the source PDFs.
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Made for your role
Log Vendor Invoices is made for people in these roles.
- Accounts Payable Clerk
Log each supplier invoice and email links to its PDF and sheet row.
Show all Agents for the Accounts Payable Clerk role - Bookkeeper
Record supplier invoice details with links to the originals.
Show all Agents for the Bookkeeper role - Accounts Payable Manager
Add vendor invoices with source links the payables team can follow.
Show all Agents for the Accounts Payable Manager role
Made for your department
Log Vendor Invoices is made for people in these departments.
- Accounts Payable
Enter supplier invoices and link each sheet row to its source.
Show all Agents for the Accounts Payable department - Accounting
Add invoice dates and totals to the sheet with source links.
Show all Agents for the Accounting department
How Log Vendor Invoices works
4 steps, in order, on every run.
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Read the submitted invoiceOpen the PDF from the portal submission. Read its date, description, and total. Flag missing or unclear details for your clerk.
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Check for an existing rowSearch your invoice spreadsheet for the portal submission ID. Keep the existing row if someone already logged this submission.
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Add the invoice rowAdd the invoice details and source link to your spreadsheet when the fields are clear. Capture a direct link to the new row.
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Send the clerk both linksSave the row link on the portal submission and mark it Logged. Email your clerk links to the source invoice and new row.
How to Get Started
Connect the tools you already use, such as Google Sheets, Airtable or Zoom.
7 tools
- Set up a supplier-facing billing portal form that accepts one readable invoice PDF per submission, stores it in an invoice intake table, and exposes a link to each submission record.
- Choose the invoice spreadsheet and columns for invoice date, description, total, source invoice link, and portal submission ID; give the clerk access to both tools.
- Set the accounts payable clerk's email address and configure the portal to email that clerk when a submission is marked Logged or Needs review.
Use safe mode to approve every result before it goes out, or let the Agent run automatically.
FAQs
Frequently asked questions about the Log Vendor Invoices:
You choose a portal form for one readable invoice PDF per submission. You also choose the spreadsheet columns and your clerk's email address.
Your clerk gets a review email with the source link and the unclear detail. The portal marks the submission Needs review, and no row goes into your spreadsheet.
No. The portal keeps the existing row link and marks the submission Already logged when its ID appears in your spreadsheet.
Your clerk gets the source link and write error by email. The portal marks the submission Needs review without claiming it has a new row.
It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.
Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.
The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.
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