Booking System Portfolio

Problem Statement

Allure Home Services receives dozens of supplier invoices every week for cleaning, repairs, landscaping, utilities, and maintenance work across its properties.They faced three recurring pain points:

Invoices getting lost in inboxes

Vendors emailed invoices to several addresses (personal emails, the finance inbox, and sometimes even the general support inbox).
Some invoices were never forwarded to the right person, got buried under other emails, or were opened and “mentally noted” but then forgotten.
Result: Late payments, supplier complaints, and occasional service interruptions.

Manual data entry into their invoice tracker

The finance team used a Google Sheet as a simple invoice log: supplier name, invoice number, amount, due date, cost center, status.
Staff manually opened each PDF, copied values into the sheet, and then sent a Slack/email notification to the billing team.
This was error prone (typos, wrong amounts, wrong dates) and time consuming, especially at month end.

Poor visibility into upcoming cash outflows

Because invoices weren’t logged consistently, management often lacked an accurate view of how much was due and when.
Surprises at month end and rushed approvals were common (“We didn’t know we had 15 invoices due this Friday”).

Allure wanted a way to ensure every incoming invoice is captured, organized, and acted on, without depending on individual employees remembering to forward emails or update spreadsheets.

Solution

Designed and implemented an automated invoice management workflow that:

Captures every invoice email and stores the file in one place

When an email arrives in the finance inbox with an invoice attached (PDF, image, etc.), the workflow:

Detects the invoice (based on sender, subject line, and presence of an attachment).
Automatically saves the invoice file to a dedicated “Supplier Invoices” folder in Google Drive, organized by year/month (e.g., Invoices/2025/12/).

This creates a clean, structured archive of all invoices without any manual downloading or filing.

Extracts key details from each invoice

After storing the file, the workflow:

Uses an AI model to read and extract important information, such as:

Supplier name
Invoice number
Billed amount
Currency
Invoice date
Due date
Purchase order number (if present)

Handles different layouts and formats, so invoices from different vendors can still be processed in a consistent way.

Logs the invoice into the central tracking sheet

The extracted details are written into Allure’s Invoice Tracker Google Sheet as a new row
If an invoice with the same supplier + invoice number already exists, the workflow flags it as a potential duplicate instead of creating a second entry.

Notifies the billing team with a clear, human readable email

Once the invoice is logged, the workflow automatically prepares a short, personalized email to the billing team, summarizing the key details:

Supplier name
Invoice number
Amount and currency
Date received
Due date
Direct link to the file in Google Drive and to the row in the invoice sheet

The AI model drafts this email in the company’s tone of voice (e.g., “Hi team, we’ve just received a new invoice from…”) so it reads like a human written message instead of a cryptic system alert.

Prevents dropped invoices

Every processed email is marked or labeled (e.g., “Invoice – Captured”) so the team can easily see what has already been handled by the workflow.
If any invoice fails to process (e.g., corrupt file), the system sends a special alert so it can be checked manually.

Invoice Management System

Problem Statement

Solution

Results

Quick Demo

Workflow Diagram

Technology Stack