Log invoices and receipts from my inbox to a sheet
Minda turns each new invoice, receipt or bill in Gmail into a row in your sheet and saves its attachment to a folder. It is a ready-made task for the SI agent in Minda Super Intelligence. It runs when a new email arrives. It works with Gmail and Google Sheets.
In Minda: Tasks → New → Browse tasks → Log invoices and receipts from my inbox to a sheet. Minda Super Intelligence for Windows is coming soon.
- Data
Gmail- Google Sheets
- Files on this computer
- If none is, stop
- For each one that is, read the email and its…
- Save the attachment to [folder on this computer]
- Before adding, look for the same invoice number…
What you get
Checks each new email When new email arrives, it checks each one since the last run and stops if none is an invoice, receipt or bill.
A full row per invoice It reads the email and its PDF or image attachment, then adds the vendor, amount, tax, due date, category and paid or due.
No double entries Before adding, it looks for the same invoice number from the same vendor and skips it if it is already logged.
Attachments filed for you It saves each attachment to the folder on your computer that you name.
Why use this?
Minda checks new email for invoices, receipts and bills, copies the details into your sheet with amounts exactly as printed, and files the attachment. It never pays, replies to or forwards anything.
What it does
- When
- When a new email arrives
- Works with
- Gmail, Google Sheets, Files on this computer
- For
- Founders, Operations, Everyone
- You fill in
- [sheet link], [my categories], [folder on this computer]
How it works
- WhenWhen a new email arrivesSaved as an hourly check: each run looks at what arrived since the last one
- Each runMinda does the taskWhen new email arrives in Gmail, check each email since the last run: is it an invoice, receipt or bill?
- ThenTasks shows what it didOpen it there to read the result and ask for changes
If none is, stop
For each one that is, read the email and its PDF or image attachment and add a row to my sheet [sheet link]: date, vendor, invoice number, amount, currency, tax, due date, category from [my categories], paid or due, and the email link
Save the attachment to [folder on this computer]
Before adding, look for the same invoice number from the same vendor and skip it if it's already logged
Finish with the rows you added and the emails you skipped, with why
Rules it keeps
The agent follows these on every run.
Copy amounts exactly as printed
Leave a field blank when it isn't on the document
Never guess a category, write 'check'
Never pay, reply or forward anything
The full prompt
This is what the SI agent is asked to do. The parts in brackets are what you fill in.
When new email arrives in Gmail, check each email since the last run: is it an invoice, receipt or bill? If none is, stop. For each one that is, read the email and its PDF or image attachment and add a row to my sheet [sheet link]: date, vendor, invoice number, amount, currency, tax, due date, category from [my categories], paid or due, and the email link. Save the attachment to [folder on this computer]. Rules: copy amounts exactly as printed; leave a field blank when it isn't on the document; never guess a category, write 'check'. Before adding, look for the same invoice number from the same vendor and skip it if it's already logged. Never pay, reply or forward anything. Finish with the rows you added and the emails you skipped, with why.
Who is it for?
Founders with bills by email You get bills and receipts by email and want them in one sheet without retyping.
Operations teams You track vendor invoices and due dates and want each one logged with its attachment.
People who keep receipts You want a record of what was billed, by whom, and when it is due.
Frequently asked questions
Which columns does it fill in?
Date, vendor, invoice number, amount, currency, tax, due date, your category, paid or due, and a link to the email.
What if a detail is not on the invoice?
It leaves that field blank. It copies amounts exactly as printed and writes 'check' instead of guessing a category.
Will it pay or reply to anything?
No. It never pays, replies or forwards. It reads email, adds rows and saves attachments.
Does it add the same invoice twice?
No. It looks for the same invoice number from the same vendor first and skips it if it is already logged.
What do I fill in?
Your sheet link, your categories and the folder on your computer where attachments are saved.
When does it run, and what do I get?
Saved as a workflow, it checks every hour for new email. Each run ends with the rows it added and the emails it skipped, with the reason for each.
Run this task in the Minda app
In Minda: Tasks → New → Browse tasks → Log invoices and receipts from my inbox to a sheet. Minda Super Intelligence for Windows is coming soon.
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