Invoice Automation Showcase (Kosovo Hotel Client) | Notion

Report: Invoice Automation Demo

Client: Kosovo Hotel

Author: Slick S / AutoFi

1. Overview

A complete walkthrough of the automated invoice workflow built for a hotel client in Kosovo using n8n, OpenAI, Airtable, and WhatsApp.

Problem statement: Manual invoice processing was inefficient and error-prone.
Objective: Automate invoice detection, validation, tracking, communication, and reminders.

Workflow Summary

Stage	Description
Email Auto-Capture	Invoices are instantly detected from email, triggering the workflow.
AI Parsing	OpenAI extracts key fields—Vendor, Amount, Due Date, Invoice ID.
Validation	Data cross-checked against existing vendor list; errors flagged.
Airtable Logging	Invoice details stored in Airtable dashboard with status tracking.
WhatsApp Notification	Real-time alerts sent upon invoice capture.
Automated Follow-ups	Unpaid invoices receive polite, automated reminders.
Live Sync	Marking invoices as 'Paid' in Airtable updates across the entire system.

Airtable Dashboard View:

4. Results & Benefits

Operational Efficiency:

Manual workload on invoice processing reduced by 90%.
Payment Speed:

Faster vendor responses and payments through automated nudges.
Data Accuracy:

Elimination of manual entry errors with intelligent parsing and validation.