Professional Services / Agency
Full-Stack Accounting Automation
Automated the entire accounting back office — AP, AR, invoicing, expenses, and cashflow forecasting
The Problem
The accounting team was drowning in manual work across every function.
Invoices arrived as email attachments that had to be opened, read, and keyed into QuickBooks one by one. They were printed, physically filed in folders, and checks were cut by hand.
Credit card statements were categorized and processed by hand in spreadsheets.
Client invoicing meant pulling hours and expenses from a CRM, building spreadsheets, waiting for approval, then creating invoices manually.
Payment confirmations had to be located and matched to open invoices inside of QuickBooks.
Nobody had a real-time picture of cash position. The "forecast" was a spreadsheet someone updated when they remembered to.
Every week, the team burned 15+ hours on work that added zero strategic value.
What We Built
A system of 7 interconnected n8n workflows that replaced nearly all manual accounting work:
Email Invoice Filtering: monitors inboxes hourly, uses GPT to classify whether an attachment is actually an invoice, and auto-forwards confirmed invoices to the AP inbox.
Accounts Payable: OCR-scans invoice PDFs, uses Claude to extract structured line items, validates the data, posts to Slack for one-click approval, cross-references POs in Excel, looks up or creates vendors in QuickBooks, and posts the bill automatically.
Credit Card Categorization: parses AMEX and Citi CSV statements, uses AI to categorize each transaction to the right GL account, and posts the bills directly to QuickBooks.
External Expense Tracking: multi-step form workflow that pulls job data from Productive.io, lets users upload receipts, uses AI to extract and categorize expense details, and maps them to the right projects.
Invoicing Automation: pulls time entries and expenses from Productive.io, aggregates by budget and project, builds review spreadsheets for managers, waits for email approval, then creates invoices with proper line items and attributions in Productive.io.
Accounts Receivable: monitors for payment confirmation emails, uses Claude to extract payment details, matches them to open QuickBooks invoices, and handles full, partial, and overpayment scenarios with Slack notifications.
Cashflow Forecast: runs daily, pulls balance sheet, open invoices, unpaid bills, AR aging, and payroll data from QuickBooks, writes everything to a live Excel dashboard, then uses Claude to generate a plain-English cashflow summary posted to Microsoft Teams.`
Workflows
