Energy House.

The problem

At a growing business, invoices arrive by email — and they arrive to everyone. Suppliers send them to whichever person they deal with, so cost invoices pile up across the whole team's inboxes, seven of them. Every month someone — usually the owner — had to go person by person, collect every invoice by hand, and assemble a complete set to hand to the accountant. It was slow, easy to get wrong, and a recurring drain on the owner's time: a single missed invoice means a gap in the books.

What I built

A system that watches the whole team's email, recognises invoices wherever they land, and gathers them into one place — ready for the accountant, with no one having to forward anything.

• Watches every inbox — it connects to all seven of the team's mailboxes and checks them through the day, so nothing depends on a person remembering to act.
• Knows an invoice when it sees one — AI reads each email and its PDF attachments — and follows links to invoices when there's no attachment — then decides whether it is genuinely a cost invoice, separating real invoices from ordinary inbox noise. It reads the PDF even when it's a scan or a photo.
• Pulls out what accounting needs — it extracts the invoice number and date, and deliberately ignores the company's own outgoing invoices, so only incoming costs are captured.
• No duplicates, nothing dropped — every invoice is checked against what's already been recorded so the same one is never filed twice, and anything the system isn't sure about is flagged for a quick human look rather than lost.
• One archive, one register — each invoice is filed in Google Drive, organised by year and month, and logged in a Google Sheet — number, date, file — which becomes the single, ready-to-send list for the accountant.
• Runs itself, safely — it works on a schedule several times a day, processes all the mailboxes in parallel, retries when something hiccups, and routes any error to one central handler, so it keeps running without supervision.

The outcome

Cost invoices that used to be scattered across seven inboxes and gathered by hand every month now collect themselves into one organised archive and one clean register, ready to send to the accountant. The owner stops chasing people for paperwork, nothing slips through the cracks, and month-end goes from a hunt to a hand-off. Built as twelve connected automations, it runs quietly in the background as part of the business's day-to-day.