Invoice tracker from Gmail that warns you before bills are due
Supplier invoices arrive in Gmail at random times, and a late one can cost a fee or a good relationship. This prompt has your todo.is agent check your inbox every week, add each new invoice to a tracker with vendor, amount and due date, and message you a few days before anything is due. Paying stays your job.
The prompt
- Every [DAY AND TIME], search my Gmail for new invoices and bills sent to me (emails with invoice, bill, amount due or payment request, and PDF invoices). Read each one and add it to my invoice tracker: vendor, invoice number, issue date, due date, amount, currency, what it is for, and a link to the email. Keep the tracker as an Excel file and send me the updated version. Mark each invoice as Due soon (within [DAYS BEFORE]), Overdue, or Upcoming. Watch for duplicates and reminders about the same invoice. Then send me on [WHERE TO SEND] a short list of what is due soon, with totals. Also flag any invoice whose amount is more than 20% higher than the last one from that vendor. Do not pay anything.
What to change
- [DAY AND TIME]: e.g. "Monday at 8:00" or "every weekday at 9:00" if you get many invoices.
- [DAYS BEFORE]: How early to warn you, e.g. "5 days".
- [WHERE TO SEND]: WhatsApp, Telegram, Slack or email.
Example result
- Invoice tracker, Monday 13 October
- 6 new invoices added this week. 14 open invoices in total.
- Overdue (1)
- • Brightwire Hosting, INV-8821, 89.00, was due 10 Oct. They sent a reminder on Saturday.
- Due in the next 5 days (4), total 3,180.00
- • Kraft & Sons Printing, #2291, 1,450.00, due 15 Oct, brochure print run
- • Atlas Office Rent, Oct-2026, 1,200.00, due 15 Oct
- • Cloudnest, CN-55410, 396.00, due 17 Oct, cloud services
- • Pixel Legal, 2026-104, 134.00, due 18 Oct, contract review
- Upcoming (9)
- Total 4,870.00, next due 24 Oct (freelance designer, 950.00).
- Flags
- • Cloudnest is 32% higher than September (396.00 vs 300.00). The invoice lists extra storage. Worth checking.
- • Kraft & Sons sent the same invoice twice (6 Oct and 9 Oct). Counted once.
- Tracker columns
- Vendor, Invoice no., Issue date, Due date, Amount, Currency, For, Status, Paid on, Email link. Fill in "Paid on" yourself, or tell me "paid Atlas rent" and I will update it.
How to do it with todo.is
- Connect Google in todo.is so your agent can read Gmail and the PDF invoices.
- Copy the prompt and choose how often to check and how early you want warnings.
- Paste it into todo.is. It runs on schedule and sends you the list and the updated Excel file.
- When you pay something, tell your agent "paid Kraft invoice" so the tracker stays right.
Tips for a better result
- Ask vendors to send invoices to one address, like billing@ or a Gmail label. Fewer places to search means fewer misses.
- The price jump flag catches silent increases on subscriptions and hosting. Keep it on.
- Reminder emails often look like new invoices. The tracker matches them by invoice number so you do not pay twice.
- Forward invoices you got by post as a photo, and ask your agent to add them to the tracker too.
invoice tracker from Gmail: FAQ
- How do I track invoices from my email? Collect them in one place with the vendor, amount and due date, and check it every week. Your todo.is agent does the collecting from Gmail and reminds you before each due date.
- Does todo.is pay my invoices? No. It tracks invoices and reminds you. You pay through your bank or accounting tool. It never pays anything by itself.
- Can it track invoices I send to clients too? Yes. Ask for a second tracker for invoices in your Sent mail, and it can remind you when a client has not paid by the due date.
- Can it work with invoices in other languages and currencies? Yes. It reads invoices in many languages and keeps each amount in its own currency.
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