This is not a real customer story. It is an illustrative use case built from the AiutoForm demo and typical industry workflows. Company names, amounts and counts are examples.
Invoice emails and PDF attachments are recorded in the Invoices sheet with invoice number, invoice date, due date and amount, and the due date goes on the calendar. Enter the amount paid and the balance and payment status (unpaid, partially paid, paid, overdue) are calculated, so you can see accounts payable for purchases and accounts receivable for sales.
- Industry
- Sauce and seasoning manufacturing (fictional company)
- Gmail (Google Workspace)
- Documents received
- Ingredient and packaging invoice PDFs, payment reminder emails
- Sheets used
- Invoices · Suppliers · Schedule
How the work is often done today
- Invoice PDFs are printed and filed by due date, and the payables spreadsheet is updated after every payment.
- Invoices paid in installments need a separate calculation of the remaining balance, which leads to mistakes.
- Sometimes an overdue invoice is noticed only when the supplier calls.
How invoices get organized
- Read the invoiceAI extracts the invoice number, invoice date, due date, payment terms, net amount, tax and total from the PDF and adds a row to the Invoices sheet. The sending company is registered in the Suppliers sheet.
- Due dates go to the calendarThe due date is added to the Schedule sheet and Google Calendar, so this week's payments are visible on the calendar.
- Enter a payment, get the balanceEnter the amount paid and the balance and status update immediately. Unpaid invoices past the due date are marked Overdue, and those close to the due date are flagged as due soon.
- Separate payables and receivablesFilter by invoice type (purchase or sales) to check accounts payable and accounts receivable separately. For sales invoices, the collection date goes on the calendar instead of the payment due date.
What the Invoices sheet looks like
| Doc ID | Type | Company | Invoice no. | Due date | Total | Paid | Balance | Status |
|---|---|---|---|---|---|---|---|---|
| IV-260930-001 | Purchase | Keystone Metals Co. | INV-2609-015 | 2026-10-11 | 2,400.00 | 800.00 | 1,600.00 | Partially paid |
| IV-260930-002 | Purchase | Green Valley Produce | GV-25-0930 | 2026-10-15 | 3,850.00 | 3,850.00 | Unpaid | |
| IV-260925-003 | Purchase | Clearwrap Packaging | CW-0925-07 | 2026-09-30 | 1,200.00 | 1,200.00 | Overdue |
Example data for illustration.
What changes in payables and receivables tracking?
- Filter the data list by payment status and the totals row shows unpaid and overdue items with the balance total.
- Group by company to see the balance owed per supplier.
- Click a row to check the amount against the original invoice and the delivery notes and orders from the same company.
Expected effect (based on assumptions)
Under this assumption, less time goes into maintaining the log, and with due dates on the calendar, late payments are easier to prevent.
This is an assumption for illustration. Actual results depend on invoice volume and how your team works.Frequently asked questions
Does it make payments for us?
No. It does not transfer money. It calculates the balance and status from the amounts you enter and reminds you of due dates.
Can it track accounts receivable too?
Invoices you send to customers, uploaded or received by email, are recorded as Sales invoices. Enter the amounts received in the Paid column to track receivables.
Does it handle invoices in other currencies?
There is a separate currency column, so the currency (USD, EUR and so on) is recorded with each invoice. Filter by currency when you look at totals.
Will it work with your inbox?
Tell us which email service and document formats you use, and we will show you how it fits.