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.

Outlook Microsoft Excel QuickBooks

What Carly does

1. 01 Read every unprocessed message in the AP Outlook shared mailbox
2. 02 Parse each vendor PDF or email body for vendor, amount, due date, GL hint
3. 03 Dedupe against invoices already entered in QuickBooks
4. 04 Log new invoices in the Invoice Tracker workbook in Excel
5. 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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