Triage the vendor invoice queue in Outlook
Email Carly and she'll work the AP Outlook shared mailbox — parsing each vendor PDF for vendor + amount + due date + GL hint, deduping against QuickBooks, logging new ones in the Invoice Tracker workbook in Excel, and replying to the ambiguous ones with the missing-info question — so AP isn't a daily inbox archaeology project.
What Carly does
- 01 Read every unprocessed message in the AP Outlook shared mailbox
- 02 Parse each vendor PDF or email body for vendor, amount, due date, GL hint
- 03 Dedupe against invoices already entered in QuickBooks
- 04 Log new invoices in the Invoice Tracker workbook in Excel
- 05 Reply in Outlook to ambiguous ones with the specific missing-info question
AP cleared daily, not in a Friday scramble
The shared mailbox is at zero by 9am. Clean invoices land in the Excel tracker; the only ones in your queue are the ones that genuinely need a human decision.
Email this to Carly to kick it off.
Hey Carly, Can you work through the AP shared mailbox in Outlook this morning? For each unprocessed message, parse the vendor PDF or email body for vendor, amount, due date, and a GL hint, then dedupe against QuickBooks so we don't double-enter. Log every new invoice in the Invoice Tracker workbook in Excel. For anything ambiguous — missing PO, weird amount, unclear GL — reply to the vendor in Outlook with the specific question we need answered. Thanks!
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Carly schedules, researches, and briefs you—so you can focus on what matters.
See what people say
"Before Carly, I relied on a Calendly link, but the whole process felt impersonal and not very professional. Carly changed that by handling all the back-and-forth, so I'm no longer stuck in endless email threads trying to line up schedules.
Now Carly reaches out to candidates, shares my real-time availability, lets them pick a slot, then sends a Zoom link and drops it straight into my calendar. She sends reminders to both of us before each call, which has significantly reduced no-shows and last-minute confusion.
On top of scheduling, Carly acts like a full executive assistant, sending me my schedule the night before so I can prepare for each call. It reminds me of the old x.ai assistant, but Carly is noticeably smarter, faster, and better suited to my healthcare recruitment business."