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The Drive AI handles invoices without templates. It splits a scanned stack into one file per invoice, reads the vendor, date, number and amount from any layout, renames and files each one by vendor and year, and can total a folder of invoices into a spreadsheet. Invoices can arrive by upload, by scan, by email or in a connected drive.

What you need

  • Invoices stored in The Drive AI: every plan.
  • Invoices arriving in Gmail or Outlook, or kept in Google Drive, OneDrive, SharePoint, Dropbox or a NAS: Max, Team, Business or Enterprise. See Plans & Pricing.
  • Workflows are created by owners and admins. In a personal workspace, that’s you.

File every new invoice

Set up a workflow on the place invoices arrive. A typical one:
  1. Trigger: File Uploaded on your scans or invoices folder, or Email Attachment on your inbox. See Triggers.
  2. Split Document, if invoices arrive as one scanned stack: “split into separate invoices”. Each invoice then goes through the rest on its own.
  3. Ask AI About the File: “What kind of document is this?” with invoice, receipt and other.
  4. Rename invoices: “date, vendor and invoice number. e.g. INV-10422 from Acme Corp dated 12 Mar 2026 → 2026-03-12 Acme Corp INV-10422.pdf”.
  5. Move them: “to Vendors/[vendor name]/[year from the invoice date]”. Folders that don’t exist yet are created.
  6. Optionally, Read Details from File to pull vendor and amount, and Send a Message to Slack or email, such as “Invoice from Acme Corp for $4,200”.
Add Ask a Person to Approve with Only when unsure before Move if a person should check the uncertain ones. See Steps. For invoices arriving by email, see File email attachments automatically.

Read and total the invoices you already have

Open the folder and ask the agent, for example:
The agent reads each invoice and makes an Excel file with real formulas, so totals recalculate when you edit a row. Save it to a folder or download it. See Document creation. To file the invoices you already have, ask the agent to “rename and file these by vendor and year”, or run the workflow above over the folder with On a Schedule.

What it can’t do

  • It can occasionally misread an invoice. A blurry scan or an unusual layout can give a wrong total or vendor. Check the spreadsheet against a few originals, and use an approval step for filing that matters.
  • Reading many invoices in one task has a limit per plan. Free reads up to 50 files in one task, and paid plans far more. Moving and renaming many files isn’t limited this way. See Tasks and limits.
  • Each file a workflow handles counts as a workflow file. See Workflow files.
  • It doesn’t post to accounting software by itself. Send to Another App can send the details to a service you choose. See Steps.

File email attachments automatically

Invoices that arrive in Gmail or Outlook.

Rename scanned PDFs

Names from what’s on the page.

Steps

Split Document, Read Details from File and the rest.

Document creation

Spreadsheets, PDFs and more from your files.

Accounts payable workflow automation

How invoice intake and filing fit an AP process.