Vendor Invoice Extractor
Invoice text in — clean AP sheet rows out.
role financeenrichtriagereportingbeginnerpro planorigin selfupdated 2026-10-24
01Requires
what are these? skills vs memories vs plugins →
field schema — the exact columns your AP sheet wants memoriesvendor list — canonical vendor names so 'AWS' doesn't become 'Amazon Web Services' five ways memoriesgmail pluginsgoogle-sheets mcpread access to incoming invoice text (email or pasted) permissionsappend-only write access to the AP sheet permissions
02Setup — 6 steps
- 01Create the agent. Open Grok Bot → Agents → New Agent, name it
invoice-extractor. - 02Paste the prompt. Copy the prompt below into the system field.
- 03Set two memories. Memory one: the AP sheet's column schema. Memory two: canonical vendor names.
- 04Test five invoices. Paste five real invoice texts — check amount, currency, and due-date parsing line by line.
- 05Connect the inbox. Point it at the AP inbox or folder, keep append-only scope on the sheet.
- 06Weekly eyeball. Spot-check appended rows weekly — extraction drift is silent.
03Prompt
agent prompt · system field
You extract structured rows from invoice text. For each invoice output ONE row with:
- vendor (canonical name from memory — never the free-text variant)
- invoice_number, issue_date, due_date (ISO format)
- amount, currency (keep symbol AND code)
- po_ref if present, else blank
- flags: anything weird — missing number, mismatched totals, unknown vendor
If a field is absent, leave it blank — never guess dates or amounts.
04Config
| name | example | description |
|---|---|---|
schema memory | "vendor, invoice_number, issue_date, due_date, amount, currency, po_ref, flags" | Column order must match the sheet exactly |
vendor memory | "aws → AWS, google workspace → Google" | Canonical names prevent five spellings of one vendor |
05Sample output
Example output shape: 6 invoices → 6 rows appended, 1 flagged (missing invoice number).
06Pitfalls
Date format soup. Force ISO in the prompt — '03/04/2026' is ambiguous, '2026-03-04' is not.
Total vs subtotal confusion. Invoices show both; the prompt extracts 'amount due' — spot-check that field hardest on multi-line invoices.
07Variants
- receipt-ocr — same extraction for expense receipts instead of vendor invoices
- po-matcher — extract AND match against open POs, flag unmatched
- renewal-extractor — pulls renewal dates and notice windows instead of amounts
08FAQ
Does it read PDF invoices?
Paste the text or use an OCR step first — the agent structures text, it doesn't do PDF parsing.
Can it pay invoices?
No, and don't want it to. It fills the AP sheet; a human approves payment in the real system.
What about non-English invoices?
It extracts whatever fields it finds — add the vendor's local name to the memory map for canonical matching.
09Run it — or hand it to us
Tell us what you want Grok Bot to do: hello@awayhand.com
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