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How Do I Keep One Running List of Every Supplier Invoice That Lands in My Email, With the Amount and Due Date?

For janitorial and HVAC owners: every Friday at 5 PM, each supplier invoice from your email added to one running list with vendor, amount and due date.

Pranav Mishra
Written byPranav Mishra
Connor Fata
Reviewed byConnor Fata
Last updated: Sep 22, 2026
Quick Answer

How do I keep one running list of every supplier invoice that lands in my email?

  • Turn on the Log every invoice routine in alfred_. It runs every Friday at 5 PM
  • It finds the invoices, receipts and bills that arrived in your email that week, including PDF attachments
  • Each one is added to a note titled Invoices with the vendor, the amount, the due date and whether it looks paid
  • Nobody forwards anything and nobody types a spreadsheet. If nothing arrived, it says so

It keeps a list. It does not pay, forward or file anything, and it is not your books.

The short answer: turn on alfred_’s Log every invoice routine. Every Friday at 5 PM it finds the invoices, receipts and bills that arrived in your email that week, including PDF attachments, and adds each one to a note called Invoices with the vendor, the amount, the due date and whether it looks paid. The note becomes one running list. If nothing arrived, it says so.

Friday afternoon, before payroll

You own a janitorial company with 50 people in the field, or an HVAC company with a dozen trucks. The invoices come by email from everywhere: the paper and chemical supplier, the equipment rental yard, the uniform service, the fuel card, the parts distributor, the waste hauler, the software subscriptions. Most arrive as a PDF. Some arrive as a statement. A few say “your invoice is ready.”

On Friday you want one answer before you sign off payroll: what came in this week, how much, and when is it due. Today that is a spreadsheet someone updates by hand, or a Friday hour of opening PDFs, or nobody does it and a late fee tells you in three weeks.

The outcome this serves is zero manual reporting. Nobody forwards, nobody types, and the list is there on Friday.

The native ways, and where they stop

  • QuickBooks Online. Set up a forwarding address ending in @assist.intuit.com, then email bills and receipts to it as PDFs or images, one per attachment; QuickBooks pulls the date, amount and vendor into Receipts for review (QuickBooks Help).
  • BILL. Vendors email invoices to your dedicated accounts payable address, and BILL reads them and enters the data for your review (BILL).
  • Outlook or Gmail rules. A rule can move anything with “invoice” in the subject into a folder.

If you pay bills through BILL or keep your books in QuickBooks, that is where your invoices belong, and nothing here replaces it. Where they stop is getting there: each invoice has to reach their address, so either you forward every one or you ask every supplier to change where they send. A folder rule collects the emails but not the numbers; you still open each PDF to see the amount and due date.

Turn on Log every invoice

  1. On your desktop, open alfred_ and go to Routines.
  2. Open Log every invoice.
  3. Press Turn it on.

It runs every Friday at 5 PM in your time zone. The result comes by email and is kept in the web app.

What it does:

  • Reads the last 7 days of mail in every inbox you connected: Gmail or Outlook, up to six, so the accounts payable mailbox can be one of them.
  • Finds invoices, receipts and bills, including the ones that are only a PDF attachment.
  • Adds each one to the note titled Invoices: vendor, amount, due date, and whether it looks paid. If you have no note by that name, the first run starts one.

Of the ready-made routines you can turn on, it is the only one that writes anything, and what it writes is that note. It pays nothing, forwards nothing and files nothing.

What Friday’s addition looks like

Friday, Sep 25

  • Northland Janitorial Supply: $2,418.60, due Oct 3. Not paid.
  • Summit Equipment Rental, floor scrubber two weeks: $640.00, due on receipt. Looks paid: card receipt attached.
  • CleanWear Uniforms: $312.45, due Sep 30. Not paid.
  • Fleet fuel card statement: $1,905.12, due Oct 5. Autopay noted in the email.

Illustrative example, not output from a real run. Vendors and amounts are invented, and the layout differs from run to run.

“Looks paid” is a reading of the email: a receipt, a payment confirmation, an autopay line. It does not check your bank or your books.

Each Friday’s lines are added to the end of the same note, so earlier weeks stay where they were and the list keeps growing week after week. Nothing already in the note is overwritten, and you can add your own lines to it, like “paid Oct 2 by check.”

What it leaves out

  • Invoices that never reach an inbox you connected. If suppliers send to a bookkeeper’s address, connect that mailbox or those invoices are not on the list.
  • Numbers the email does not contain. A “your invoice is ready, log in to view” email with no amount and no attachment gives it nothing to log beyond the vendor.
  • Invoices you send to clients. This is money going out. For payments you asked a client for by email in the last week, Chase what I’m owed lists what is still outstanding on Monday.

Where each step happens

  • Desktop, in the office: turn it on from Routines, and open the Invoices note in your alfred_ notes (how notes work).
  • Email, Friday at 5 PM: what was added this week, in your inbox.
  • iPhone app: the same note under Workspace, for checking a due date from the truck.
  • Text: “what’s due to Northland in my Invoices note?” alfred_ reads the note and answers. See the SMS page.

The honest caveat

It reads the mail in the inboxes you connected, and only the last 7 days each Friday, so the first Friday covers that week and anything older is not back-filled. The amounts and dates come from what the supplier wrote, read by alfred_; check the PDF before you pay a large one. And it is a list, not accounting: it does not reconcile, pay or chase anything. Plans are on the pricing page.

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Frequently Asked Questions

How Do I Keep One Running List of Every Supplier Invoice That Lands in My Email, With the Amount and Due Date?

Turn on Log every invoice in alfred_ from the Routines page on your desktop. Every Friday at 5 PM it finds the invoices, receipts and bills that arrived in your connected email over the last 7 days, including PDF attachments, and adds each one to a note titled Invoices with the vendor, the amount, the due date and whether it looks paid. The note grows week by week into one running list. It reads Gmail and Outlook, up to six connected inboxes, so an accounts payable mailbox can be one of them. If nothing arrived that week, it says so.

Does it read the PDF, or just the email?

Both. It looks at invoices, receipts and bills that arrived in your email, including PDF attachments. If an email only says your invoice is ready in a portal and gives no amount, the list can only hold what the email says.

Does it pay the invoices or send them to QuickBooks?

No. The only thing it changes is the Invoices note. alfred_ has no connection to QuickBooks or BILL, so if you pay through them, keep sending invoices to their addresses as you do today.

What does 'looks paid' mean?

It is a reading of the email itself: a receipt, a payment confirmation, or an autopay line marks an invoice as looking paid. It does not check your bank or your accounting software.

Where is the list?

In your alfred_ notes, under the title Invoices, on the desktop and in the iPhone app's Workspace. The first run starts the note if you do not have one. Each Friday's email also shows what was added.

Can I ask about it by text?

Yes. Text alfred_ something like: what's due to Northland Supply in my Invoices note? It reads the note and answers.

About the editorial team

Pranav Mishra
Written byPranav MishraAI/LLM Engineer at alfred_

Pranav builds the agents behind alfred_, the systems that triage inboxes, draft replies, and surface what actually needs a response. He runs alfred_’s head-to-head field tests against other assistants.

Connor Fata
Reviewed byConnor FataFounder & CEO of alfred_

Connor is the founder and CEO of alfred_, focused on making personal assistants accessible to business operators and individuals so they can focus on what matters and what’s important.