Automated invoice processing from your Gmail inbox
Connect Gmail once. StoreChart looks for supplier invoices on the schedule you set, reads the vendor, amount and tax from each one, and sends them to your accountant on the day you choose each month.
In short
Automated invoice processing in StoreChart starts with a read-only Gmail connection. The system collects invoices on a daily, weekly or monthly schedule, and AI reads the vendor, amount, tax and date from each PDF or image. An invoice it already collected is skipped, and the expenses go to your accountant on the day of the month you choose.
Invoices arrive by themselves, you only review
One Gmail connection, then a collection that repeats every month
- Connect Gmail through Google with read-only access. You never hand over a password.
- Collect on a schedule: every day, week or month, at the hour you choose.
- AI reads vendor, amount, tax, date and document number, even when the invoice is an image.
- An invoice that was already collected is skipped, and you can mark a duplicate during review.
- Send to your accountant on a fixed day of the month, from the 1st to the 28th.
What invoice collection includes
From the Gmail search to the files at your accountant
Invoice collection in three steps
From a one-time connection to invoices at your accountant
Sign in with a Gmail or Google Workspace account through Google's own sign-in window. No browser extension is needed.
Add your regular suppliers and choose how often to collect. On each run StoreChart finds files that look like an invoice or a receipt, and AI reads them.
Check what was collected and fix anything that needs it. The expenses go to your accountant on the day you set, or when you send them yourself.
How automatic invoice collection works
What happens in each run
The collection runs on the server on your schedule, even when no one is signed in. In each run StoreChart does the following:
- Search: it looks for emails from the suppliers you set up, by sender address and subject words. With no rules, it searches by the supplier's name and words like invoice or receipt.
- Find the file: a PDF, an image or a download link. A link is downloaded only after safety checks.
- Read: AI reads the vendor, amount, tax, date and document number.
- Assign: the invoice is filed under the right month and kept with the original file.
- Skip duplicates: an invoice that was already collected is skipped.
Adding a supplier without writing rules
The simplest way is to start from a real invoice. Pick one from your inbox and StoreChart learns the sender, the subject and the layout. Two cases need a small touch:
- A generic sender address: for a platform that sends from a no-reply address, add a word from the subject.
- A supplier with several addresses: add all of them.
After the first run most expenses are found on their own. After a month or two of small corrections the list settles.
Example: a shipping invoice that stopped arriving
One month, the invoice from a shipping company is missing. The supplier had moved to sending from a new address. You update the address in the list and run a search for that month. The invoice is found, and next month it arrives without help.
Review and sending
- Removing with a reason: a document that does not belong, such as a quote, is removed with a reason. The system learns not to collect it from that vendor.
- Checking amounts: compare the amount and tax that were read with the invoice itself, as with any automatic reading.
- Sending: manually, or automatically on a fixed day of the month, from the 1st to the 28th.
- Attachments: your accountant gets the files themselves by email. Above 25MB, the remaining files go in a follow-up email.
After the collection
Collected invoices become the expenses of the month in expense management. In the profit and loss statement they come off gross profit, and the statement shows when the month's collection is not complete, so you know the operating profit is still provisional.
Who it fits and what it does not do
- Fits: a business that gets most of its invoices in a Gmail inbox.
- Gmail only: Outlook inboxes are not supported, and paper invoices are uploaded by hand.
- Not bookkeeping: StoreChart does not issue invoices, file VAT returns or pay suppliers.
- Existing bookkeeper: if your accountant already collects invoices, agree with them before you switch on automatic sending.
Questions about invoice collection
Does StoreChart read my whole inbox?
No. The permission is read-only, and the search looks only for the suppliers you set up, by sender address and subject words. StoreChart keeps the invoices it finds, not the content of other emails.
What if the invoice is an image, not a PDF?
It makes no difference. AI reads images, such as a screenshot, a scan or a phone photo, as well as PDF files.
Do I need a template for every supplier?
No. StoreChart does not rely on templates. An AI model understands the structure of an invoice from context, so different supplier layouts need no setup in advance.
Can I connect more than one Gmail account?
Yes, up to the limit of your plan. For example, one account for each store or brand. Invoices from all of them go into the same list.
Does it work with Outlook?
No. Automatic collection works from Gmail only. Invoices from other inboxes, or on paper, are uploaded by hand and read in the same way.
What about invoices that do not come by email?
Upload them by hand. An expense from an ad platform or an overseas supplier can be set as an external source, and you upload its document each month.
How does this help my accountant?
Your accountant receives the files by email, sorted by category, on a fixed day of the month, and does not need a StoreChart user. If the files pass 25MB, the rest follow in a second email.
Related capabilities
Invoices collect themselves, you only review
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