Automated Vendor Invoice Data Entry from Email
When a vendor or supplier invoice arrives in Gmail, WebRun reads the vendor name, amount, due date, and line items, looks up any matching subscription or purchase order in Chargebee, and creates a draft bill entry in QuickBooks for your accountant to review and post.
How do I automatically log vendor invoice emails into QuickBooks without manual data entry?
When a vendor invoice arrives in Gmail, WebRun extracts the vendor name, amount, due date, and line items, looks up a matching subscription or purchase order in Chargebee for traceability, and creates a pre-filled draft bill in QuickBooks for your accountant to review and post. No bill is posted without human sign-off.
- Vendor invoices go from email to QuickBooks draft in minutes with no manual re-keying
- Chargebee reference IDs are attached for full traceability on every bill
- Ambiguous or unmatched invoices are flagged for accountant review before entry
Built for SaaS finance teams · accountants · billing operations · subscription businesses
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - read inbound vendor invoice email
gmail.com
WebRun opens Gmail to read inbound vendor invoice email. - Open Gmail and read the inbound vendor invoice email
- Extract vendor name, invoice number, invoice date, due date, amount, currency, and line item descriptions
- Flag any invoice where the extracted amount is ambiguous or the vendor name does not match a known supplier
Done when All key invoice fields are extracted from the email and ambiguous cases are flagged.
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2
Chargebee - match against subscription or PO records
chargebee.com
WebRun opens Chargebee to match against subscription or PO records. - Open Chargebee and search for a subscription, customer, or purchase order matching the vendor and amount
- Note any subscription renewal or one-time charge that corresponds to this vendor invoice
- Record the Chargebee reference ID to attach to the QuickBooks bill for traceability
Done when The vendor invoice is matched to a Chargebee record where one exists, or flagged as unmatched.
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3
QuickBooks - create draft bill entry for review
- Open QuickBooks and create a bill entry in draft status for the vendor invoice
- Pre-fill vendor, amount, due date, expense category, and the Chargebee reference ID in the memo field
- Leave the bill in draft for your accountant to review, categorize, and post
Done when A draft bill entry is staged in QuickBooks for every inbound vendor invoice, ready for accountant review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it post the QuickBooks bill automatically without review?
No. Every bill is created in draft status in QuickBooks. Your accountant reviews, adjusts the category if needed, and manually posts the bill. Nothing is posted automatically.
What if the invoice email comes as a PDF attachment rather than inline text?
WebRun reads the email body for invoice details. For PDF attachments, it reads the attachment text and extracts key fields. Scanned image-only PDFs may require a manual review flag.
How does it know which expense category to assign in QuickBooks?
It pre-fills a default category based on the vendor type you configure during setup. Your accountant can adjust the category at review time if the default does not apply to a specific invoice.
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