AI Invoice & Document Extraction

I will automate invoice data entry with AI into QuickBooks, Xero or Sheets

Jedidiah GabrielProduct engineer · Kaduna, Nigeria · Replies within 24 hours

AI Invoice & Document Extraction flyer: Stop typing invoices.

About this gig

Retyping invoices costs hours every week, and the typos cost more at month end.

I build document pipelines that capture invoices, receipts and forms from email, WhatsApp, Google Drive or a scanner, read them with OCR and AI, check the numbers, and post approved entries to your accounting tool with the original PDF attached.

What you get:

Capture from the places documents arrive today
Extraction of supplier, dates, invoice number, line items, tax and totals
Checks for duplicates, missing fields and totals that don't add up
An approval step on email, Telegram or a simple web page
Posting to QuickBooks Online, Xero, Zoho Books, Google Sheets or your ERP
A queue for documents the AI isn't sure about

I build on n8n and Node.js, the same tools behind the ledger and inventory automations in WeSelling, my business operating system.

Send me two or three sample documents and tell me where they end up today.

Use cases

Supplier invoices

Line items, VAT and totals extracted and posted to your books after approval.

Receipts and expenses

Staff photograph receipts on WhatsApp, entries appear in the expense sheet.

Bank statements

Transactions pulled from PDF statements into a clean spreadsheet.

Waybills and delivery notes

Logistics documents matched against purchase orders.

KYC and onboarding forms

Fields read from IDs and forms into your system for review.

Contracts

Key dates, parties, renewal terms and amounts extracted into a tracker.

Purchase orders

Incoming POs read and turned into draft sales orders.

Medical and insurance claims

Forms read and checked for missing fields before submission.

What changes

Today

Staff retype supplier invoices into the books line by line
Receipts pile up in WhatsApp chats and email threads
Typos in amounts and tax only show up at month end
Nobody knows which invoices are approved and which are waiting

After

Documents captured from email, WhatsApp, Google Drive or a scanner
AI extracts supplier, dates, line items, tax and totals
Checks catch duplicates and totals that don't add up before anything posts
Approved entries post to QuickBooks, Xero, Sheets or your ERP with the PDF attached

How it works

01Invoice arrives
02OCR and AI read the fields
03Totals and duplicates checked
04Approver taps OK
05Posted to your books

Compare packages

Package	Starter$220	Business$560	Scale$1,300
What it is	One document type extracted to Google Sheets, with validation checks	Up to 3 document types, an approval step and QuickBooks or Xero posting	Several entities, purchase-order matching, an exception queue and a dashboard
Document types	1	Up to 3	Up to 8
Capture from email or Drive	✓	✓	✓
Capture from WhatsApp	–	✓	✓
Line-item extraction	✓	✓	✓
Duplicate and total checks	✓	✓	✓
Approval step	–	✓	✓
Posting to QuickBooks, Xero or ERP	–	✓	✓
Purchase-order matching	–	–	✓
Exception queue dashboard	–	–	✓
Delivery	5 days	9 days	15 days
Revisions	2	3	4

Add-ons

Faster delivery+30% of the package
One extra integration (any tool with an API)+$80
Reporting dashboard+$150
30 days of support after delivery+$90

Built before

WeSellingMy own business operating system: storefront, inventory, HR, geofenced attendance, card and stablecoin payments.weselling.store

Who it's for

Accounting firms
Logistics companies
Retail and wholesale
Property managers

What I'll need from you

10 to 20 sample documents of each type
Your accounting tool and chart of accounts
Who approves what, and any spending limits
Where documents arrive today

Questions, answered

How accurate is it?

Digital PDFs extract almost perfectly. Photos and handwriting are harder, so every document gets confidence checks, and anything uncertain goes to a person before it posts.

Which accounting tools do you support?

QuickBooks Online, Xero, Zoho Books, Google Sheets, Airtable, or your own ERP through its API.

Are third-party costs included?

No. Usage fees for services like OpenAI, Twilio, WhatsApp or hosting are billed to your account at their own rates. I estimate them before we start and design to keep them low.

Who owns the code and accounts when we finish?

You do. Code goes to your repository, and services run on accounts in your name, so you are never locked to me. I hand over logins, keys and a short guide.

What if my project doesn't fit a package?

Send a message describing what you need. I reply with a custom offer priced to the actual scope, often after a short call.

The thinking behind it

Stop Paying People to Copy and PasteSmall teams lose hours every week moving the same data between apps by hand. Jedidiah Gabriel on what to automate first with n8n and AI, what to leave alone, and what it costs.