Invoice automation from Gmail to wFirma

The problem — invoices in inboxes waste time

Business owners and accountants lose valuable time every day moving invoices manually from email into their accounting system. The process is tedious: downloading attachments, sorting them, entering data into wFirma, archiving them in Google Drive…

The solution — an automated flow with no human in the loop

We built a Make.com flow that moves invoices straight from email into the accounting system. The client clicks nothing — the system handles it all.

• 1

  Gmail monitors the inbox

  Make.com automatically checks emails labeled „Faktury” and downloads the attachments.

• 2

  Filtering and upload to Dropbox

  The system filters out unwanted files (PKCS digital signatures) and uploads only the PDFs to a Dropbox folder.

• 3

  wFirma processes them via OCR

  Invoices are read automatically by wFirma's OCR and are then ready to be booked.

• 4

  Automatic archiving

  Processed emails are moved to the „Faktury/Archiwum” label. The inbox stays clean.

Tools used

Gmail

Invoice source

Inbox monitoring and automatic downloading of attachments from labeled emails.

Make.com

Automation engine

Orchestration of the entire process: downloading, filtering, uploading and archiving.

Dropbox

Storage

A staging area for invoices before they're processed by wFirma's OCR.

wFirma

Accounting system

Automatic text recognition (OCR) and preparing invoices for booking.

Results

Who is this solution for?

• Accountants and accounting firms serving multiple clients who receive invoices by email.
• Business owners and freelancers using wFirma or similar systems.
• Small and medium businesses with a large volume of cost invoices from various suppliers.
• Finance departments looking to eliminate manual work.

Mateusz Kozłowski

Founder of flowbiz · Process automation expert

I implement automations, integrations and AI in mid-sized companies across Pomerania and Kuyavia-Pomerania.

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