Project 02 / Demonstration build
Documents in, QuickBooks out, with a human in the middle
Email attachments become reviewed bills in QuickBooks. A second flow turns form data into a purchase agreement and a signature request.
Category: Document processing · Designed outcomes, not measured client results.
Who this is for
Accounting and tax firms, trade contractors, and teams that key emailed supplier invoices or freight documents into QuickBooks.
The problem
Example client brief
“Invoices come in as PDFs and photos. Someone opens each one, types the vendor, amount, date, and line items into QuickBooks, and files the PDF. The ones with handwriting or odd layouts take longest and are the ones that get typed wrong.”
- Invoice or document received by email
- Fields extracted, uncertain ones flagged
- Reviewed, approved, posted to QuickBooks
Designed outcome
Nobody retypes an invoice. Nobody posts a wrong one either.
Documents in
- A shared inbox receives PDFs and image attachments. Each attachment is recorded and hashed before extraction.
- Claude vision extracts vendor, invoice number, date, totals, and line items. Field confidence flags are combined with required-field and arithmetic checks.
- The review queue shows the original document beside the draft. Uncertain fields are flagged. A person approves the values before posting.
- Approved records post to a QuickBooks Online sandbox as bills. The source PDF is attached. The workflow records the bill ID and delivery status.
Documents out
- A sales rep submits an intake form.
- Python fills a purchase agreement template and produces a PDF.
- DocuSign or Dropbox Sign receives the signature request in a developer sandbox. A verified completion event archives the signed copy.
- The team is notified and the CRM deal moves stage after the signature is confirmed.
Review boundary
A confidence flag is not a guarantee of accuracy. Approval is the posting gate. The reviewer can correct or reject a draft. This demonstration does not initiate payments.
Failure handling
When it breaks
A skewed scan produces an uncertain total.
The draft stays in the review queue. The reviewer sees the flagged total beside the original document.
The QuickBooks token expires during a batch.
The client refreshes its token and retries the failed bill. It remembers which bills were already posted, so they are not posted twice.
The same attachment is forwarded twice.
The workflow detects the matching attachment and adds a note to the first record. It also checks the vendor and invoice number when the file itself has changed.