Full procedure: the 'Invoices by email' template

Requirements: Admin or Editor role; an “Email (read)” connection to the billing mailbox (section 4), an invoice-extraction connection (an identifier support gives you if you don’t see it in your panel) and, to save the data, Google Sheets + Drive or Excel + OneDrive connected with at least one write-permission resource registered (section 3) — plus the destination sheet/workbook and folder already created: the template never creates the document for you, it only writes to one that already exists.

There are two variants of the template: Google (a Sheets spreadsheet + a Drive folder) and Microsoft (an Excel workbook + a OneDrive folder). Under the hood, both use the “Repeat for each item” step (Manual 55, section 3.7) to process each email separately — it’s the same piece any other flow with repetition uses, applied to this specific case.

1. In Flows, press “New flow” → “From a template” and choose your variant (Google or Microsoft).
2. Name it, choose the agent that runs it, and fill in the connection and destination identifiers it asks for (section 2 of this same procedure, below).
3. Press “Create flow”.

5.1 How to get the identifiers the form asks for

All of them are text you copy from a screen or a URL — there’s never any “coding” involved:

• Connection identifiers (email, Sheets/Excel, Drive/OneDrive, invoice extraction): in Integrations, open the connection and copy its identifier — a long code like a1b2c3d4-…. The “invoice extraction” connection’s is usually a single, internal-use one; ask support for it if you don’t see it in your panel.
• Google spreadsheet ID: open it in your browser — it’s the long chunk of the URL between /d/ and /edit.
• Google Drive folder ID: open it in your browser — it’s the chunk after /folders/ in the URL.
• Tab name (Sheets) or sheet name (Excel): the name of the tab where you want rows added — you can leave the template’s default (“Invoices”) if your document has a tab with that name, or type your own.
• Excel workbook ID and OneDrive drive/folder ID: if you don’t know how to get these from the OneDrive URL, ask support or check the Microsoft Graph documentation — there isn’t a visual assistant to copy them with one click today.

5.2 What the flow does, step by step

1. Look for new invoices: every scheduled trigger (twice a day, by default — adjustable like any flow) checks the mailbox for new messages.
2. Repeat for each email (Manual 55, section 3.7) — inside, for each message:
3. Reads the full message and downloads its first attachment.
4. Extracts the invoice’s data (supplier, number, date, amount, currency) using an AI model over the attachment’s text only, never the full email.
5. Validates that data deterministically (no AI): date format, positive amount, date not excessively in the future — the LLM never decides alone whether an invoice is valid.
6. Saves the row to your sheet/Excel, uploads the PDF to your folder, and marks the email as processed — automatically if everything checks out and confidence is high, or awaiting your approval (Manual 55, section 2.6) if validation fails or confidence is low, with the PDF in view so you can review it before it’s saved.
7. Failure alert: if reading a specific message fails (mailbox down, unreadable attachment…), an internal alert is logged — it never silently keeps retrying that same message without anyone finding out (Manual 55, section 3.9).

Note — It may ask you to approve more than once for the same email

The final step saves the row, uploads the PDF and marks the email as processed in a single block of 3 actions — so if that email needs your approval, it’s normal to be asked once per remaining action. Keep approving until the item reaches “Done”: it’s not an error or a duplicate approval (Manual 55, section 2.6).

Run twice on the same day, it doesn’t duplicate anything: every email is identified by its message identifier, and once marked “processed” it isn’t read again — not even if it’s forwarded to you with the same attachment.

Recommendation: start with a test mailbox or a scoped folder

The template is tested end to end against a real mailbox: a real message with its attachment produces a real item, gets read, extracted, validated, saved (or left awaiting your approval) and the email gets marked as processed — the whole mechanism genuinely works, not just against simulated data. Even so, before letting it run unattended against your production billing mailbox, we recommend activating it first against a test mailbox (or a scoped folder/label of your real mailbox) and reviewing the first jobs it produces in Jobs — that way you verify it with your own data and your own sheet/folder before trusting it unsupervised. The first real go-live against a customer’s actual production mailbox is done as a dedicated session with the team (🔴 pending, live walkthrough) — that’s a supported verification step, not a known defect.

Other honest notices about this template:

• The supplier’s tax ID isn’t genuinely validated yet: the AI extraction does obtain it, but the current piece catalog doesn’t chain it into validation — that ONE field uses an internal filler value, so the tax-ID format check is disabled (the rest of the checks — amount, dates — are genuinely real).
• Only the first attachment is processed: if an email carries several invoices in several separate PDFs, only the first one (by position) is processed. Split those emails into separate messages.
• Email with no attachment: excluded from “new messages”, it never generates an empty row.
• Unreadable attachment (a PDF with no text, for example): extraction fails BEFORE calling the AI — the item is left awaiting approval with the attachment in view, for you to complete by hand.
• Inaccessible sheet or folder: the task moves to “Failed” with the exact reason in its history — never a silent retry you never hear about (Manual 55, section 5, “What happens if something fails?”).
• A few missing accents in the template’s text: this template’s name, description and field labels in Spanish are missing a few accent marks (“calculo”, “conexion”, “pestana”…) — a copy-editing oversight, already logged to be fixed in a content review; it doesn’t affect what the flow does, only how it reads.

Note — Compliance

Emails in a billing mailbox can contain third-party data (suppliers, customers). What’s extracted and where it goes is logged in the flow’s history, without copying the full email — and it’s deleted along with the tenant or the end customer it belongs to, in line with data-protection rules.