Track Every Invoice Without Manual Entry
Invoices pile up in your inbox, due dates slip by, and you're scrambling at tax time. Notis captures incoming invoices and stores them in Airtable with vendor, amount, and due date, so your finances stay organized.
Trigger
New Gmail Message Received Trigger
Triggers when a new message is received in Gmail.
Action
Create a record
Creates a new record in a specified airtable table; field values must conform to the table's column types.
Why this helps
Invoices arrive via email but are forgotten or lost. Without centralized tracking, you miss payment deadlines and can't easily calculate business expenses.
- Never miss an invoice due date again
- Centralized record of all business expenses
- Simplified tax preparation and financial reporting
- Reduce time spent searching for invoices
Setup
Build it in a few focused steps.
- 1Connect Gmail and Airtable to Notis.
- 2Create an automation: 'When I receive an invoice email, extract the vendor name, invoice number, amount, and due date, then create a record in Airtable with all this information and mark as unpaid.'
- 3Set the trigger to 'New Gmail Message Received' and choose email or Slack notifications.
- 4Forward a vendor invoice to test and verify it appears in Airtable with parsed details.
Questions about this workflow
How does Notis identify invoice emails?
By common patterns like 'invoice,' 'billing,' 'receipt,' or 'payment due' in the subject. You can refine the prompt to target specific vendors.
What if an invoice email doesn't include all details?
Notis captures what's available. You can manually add missing amounts or due dates in Airtable afterward.
Can I mark invoices as paid in Airtable and track that?
Yes. Create a status field in Airtable and manually update it to 'paid' when you process the invoice.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Gmail to Airtable. A trigger fires from one place; an action lands in another.
Gmail triggers
Airtable actions
Email Sent
Triggers when a Gmail message is sent by the authenticated user. It polls the 'SENT' label and emits metadata including sender, recipients, subject, timestamp, and thread ID.
Create base
Creates a new airtable base with specified tables and fields within a workspace; ensure field options are valid for their type.
New Gmail Message Received Trigger
Triggers when a new message is received in Gmail.
Create Comment
Creates a new comment on a specific record within an airtable base and table.
Create Field
Creates a new field within a specified table in an airtable base.
Create multiple records
Creates multiple new records in a specified airtable table.
Create a record
Creates a new record in a specified airtable table; field values must conform to the table's column types.
Create table
Creates a new table within a specified existing airtable base, allowing definition of its name, description, and field structure.
Delete Comment
Deletes an existing comment from a specified record in an airtable table.
Delete multiple records
Deletes up to 10 specified records from a table within an airtable base.
Connect any two apps with Notis in the middle.
Not just Gmail and Airtable. Any combination from 985+ integrations.
When this happens · Trigger
Do this · Action
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