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Split accounting mail: invoices, expenses, payment replies

The accounting mailbox receives three kinds of mail: supplier invoices, employee expense reports and customers answering a payment reminder. Invoices and customer replies are filed in their folders (replies are also flagged for the collections person). Expense reports above 300 euros are sent to the finance manager on Teams; the others are just filed.

By
Loop & Roll team · Official
Copied
0 times
Steps
9
Version
1 · 18 October 2026
Requires
Loop & Roll 1.0.0 or later

Workflow graph

Split accounting mail: invoices, expenses, payment replies Hover a node to see its role · Drag to move the graph
Email receivedEmail receivedEmail receivedFind the accounting topic — CategorizeFind the accounting t…CategorizeSupplier invoiceExpense reportCustomer payment replyotherModelFile under Supplier invoices — MoveFile under Supplier in…MoveRead the expense amount — ExtractRead the expense a…ExtractModelAbove 300 euros? — Condition (If)Above 300 euros?Condition (If)truefalseAsk the finance manager — NotifyAsk the finance man…NotifyFile under Expenses — MoveFile under ExpensesMoveFile under Receivables — MoveFile under ReceivablesMoveFlag for collections — FlagFlag for collectionsFlagOpenAI — OpenAI (GPT)OpenAIgpt-5-mini
Split accounting mail: invoices, expenses, payment replies

How it works

  1. 1

    Email received

    trigger.email

  2. 2

    Find the accounting topic

    ai.categorize

  3. 3

    File under Supplier invoices

    mail.move

  4. 4

    Read the expense amount

    ai.extract

  5. 5

    Above 300 euros?

    flow.if

  6. 6

    Ask the finance manager

    notify.send

  7. 7

    File under Expenses

    mail.move

  8. 8

    File under Receivables

    mail.move

  9. 9

    Flag for collections

    mail.flag

What you will fill in after import

Nothing personal travels with a template: connections, mailboxes, tables and recipients are left blank for you to pick in your instance.

Folders, calendars and other resources to choose
File under Supplier invoices · addLabels.0.folder File under Expenses · addLabels.0.folder File under Receivables · addLabels.0.folder
Connections to choose
OpenAI · connection (llm_provider)
Secrets to fill in
Ask the finance manager · webhookUrl

See also

More in Triage and filing

All templates