How to Automate Invoicing in 15 Minutes With Receipt-AI (Step-by-Step Guide)

🚀 Stop Wasting Time on Manual Invoices Did you know? Small businesses spend 5+ hours/month on invoicing (Source: QuickBooks). With Receipt-AI, you can: ✔ Generate invoices automatically from emails/PDFs ✔ Send payment reminders without lifting a finger ✔ Sync with accounting tools like QuickBooks/Xero

Harsh Gupta

5/2/20251 min read

Best part? Setup takes just 15 minutes. Here's exactly how:

📌 What You'll Need

Receipt-AI account (Free trial here)
Access to your email invoices (or scanned receipts)
5 minutes of focused time

🔧 Step-by-Step Setup (With Screenshots)

1. Connect Your Email (2 Minutes)

Log in to Receipt-AI
Go to Settings → Email Integration
Click "Connect Gmail" (or Outlook/other)

Pro Tip: Create a dedicated email like invoices@yourbusiness.com for cleaner automation.

2. Train the AI (3 Minutes)

Receipt-AI learns your invoice format:

Upload 5 sample invoices (PDF/JPEG)
Highlight these fields (AI will auto-detect them next time):
- Vendor name
- Invoice #
- Due date
- Amount due

Note: Accuracy improves to 98% after processing 10+ invoices.

3. Set Up Auto-Forwarding (1 Minute)

In Gmail, create a filter:
Copy
Download
If subject contains "invoice" → Forward to invoices@receipt-ai.com
Bonus: Auto-label these emails as "Processed"

4. Configure Accounting Sync (4 Minutes)

Go to Receipt-AI → Accounting
Choose your software:
- QuickBooks Online
- Xero
- Google Sheets (free option)
Map fields:
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Receipt-AI "Vendor" → QuickBooks "Payee" Receipt-AI "Amount" → QuickBooks "Amount"

5. Test the Flow (5 Minutes)

Forward a new invoice to your connected email
Check Receipt-AI's Dashboard → Should appear in 60 seconds
Verify data in your accounting software

Troubleshooting Tip: If a field is missed, correct it in Receipt-AI - it learns from feedback