Use Gmail as the starting point.
APStack keeps the familiar email workflow while making invoice work easier to see, review, and approve.
Gmail invoice automation
Turn Gmail invoice emails into a real AP queue.
APStack is built for the way small businesses already receive bills: invoices arrive by email, the work gets reviewed, and QuickBooks stays updated.
Gmail invoice capturePDF extractionReview workflowQuickBooks bill prep
Gmail invoice automation
Invoice review
1
Collect
2
Read
3
Check
4
Approve
5
Post
Review checklist
Original documentEmail or upload sourceVendor historyPossible duplicateReceipt or statement matchProposed accountApproval noteQuickBooks result
Vendor bill from inboxOpen the source while you check the entryNeeds review
Receipt matchedOpen the source while you check the entryAttached
Statement overlap checkedOpen the source while you check the entryClear
Approved QuickBooks recordOpen the source while you check the entryReady
Vendor history
See how this vendor was coded, approved, and matched before—then confirm the current bill on its own facts.
How it works
From invoice email to a reviewed QuickBooks bill.
APStack keeps the source open while it prepares the vendor, dates, amount, memo, and account. A person checks the result and approves it before QuickBooks changes.
Reduce manual invoice entry.
Extracted fields and confidence checks help your team spend less time typing from PDFs.
Approve before QuickBooks.
The team stays in control with approval before bill data posts to QuickBooks.
Before you buy
Look at the work between receiving a bill and entering it.
Count the downloads, rekeying, follow-ups, duplicate checks, and corrections your team handles today. That is the work the software needs to remove.
Gmail invoice capturePDF extractionReview workflowQuickBooks bill prep
Where the time goes
Teams usually look for Gmail invoice automation when downloading attachments, retyping bill fields, chasing answers, and checking QuickBooks take longer than reviewing the bill itself.
What APStack takes on
APStack brings invoice email, uploads, receipts, and vendor statements into a review queue. It reads the document, proposes the bill details, and flags what still needs an answer.
What your team still decides
Your team confirms the vendor, coding, approval, and final QuickBooks entry. APStack handles the repetitive preparation and records what happened.
Controls
A faster process still leaves the accounting decision with your team.
Open the source beside the bill.
The vendor email, PDF, receipt, or statement stays attached to the record, so a reviewer can check the proposed entry without searching another inbox or folder.
See why a bill stopped.
Missing fields, possible duplicates, unmatched receipts, and statement differences are named before the bill reaches QuickBooks.
Approve the entry that will reach QuickBooks.
APStack prepares the bill. Your team checks the vendor, amount, dates, memo, and account before approving the QuickBooks write.
Start with the inbox you already use.
Vendors can keep emailing invoices. Your team can also upload bills, receipts, and statements when email is not the source.
Pilot checklist
Prove the result with one ordinary week of AP.
Start with the documents that already cause retyping, missing answers, and duplicate checks. Keep the pilot small enough that every result can be inspected.
1
Connect the shared inbox or upload folder where invoices already arrive.
2
Send in a mix of bills, receipts, statements, and vendor emails.
3
Check the vendor, invoice number, dates, amount, memo, and proposed account against the source.
4
Resolve missing fields, possible duplicates, receipt matches, and statement differences.
5
Approve the exact record you want APStack to send to QuickBooks.
6
Open the QuickBooks result and confirm that the source and review note came with it.
Practical guides
Learn the AP process, then judge the software.
These field guides explain the controls and exceptions behind the job, with checklists you can use in a product evaluation.
Related AP topics
Related AP jobs
Email invoice managementTrack each invoice message, attachment, source, status, and exception before accounting action.Outlook invoice processingCapture Outlook invoice attachments into a review-ready AP queue.Vendor invoice managementVendor memory, recurring context, and intake history kept with each bill.Email to QuickBooksTurn invoice emails into reviewed Bill fields, approve the write, and verify the QuickBooks result.Duplicate invoice detectionReview possible duplicate bills before approval or QuickBooks posting.AI vendor memoryVendor memory for recurring AP patterns, approved context, sender behavior, and safer future review.
Put one live invoice through APStack
See what APStack catches before the bill reaches QuickBooks.
Forward an invoice or upload a PDF. Check the vendor, amount, proposed account, duplicate result, and source document before you approve the entry.