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Stop retyping line items from PDFs. Sai reads every invoice, extracts the data, checks it against your product list, and logs it to a sheet — flagging anything that doesn't add up.
Invoicing tools solve one half of the problem well. You raise an invoice, it looks professional, it goes out. But every business is also on the receiving end — supplier invoices, contractor bills, receipts from a dozen vendors — and that side has almost no tooling. It arrives as PDFs in an inbox, and somebody opens each one and retypes the contents into a spreadsheet.
That job is slow, and worse, it is where errors enter the books. A transposed quantity, a unit price that quietly went up, a line item for something never ordered. These are all catchable, but only if someone is checking each line against what should have been billed — and at forty invoices a month, nobody is.
It is worth being precise about this, because the search for a fix usually starts in the wrong place. An invoice template gives you a document to fill in. Invoice software handles issuing, numbering, and chasing payment. Both are about the invoices you send.
Neither touches the inbound pile. Once a supplier's PDF lands in your inbox, you are outside the system — it is an unstructured document that has to become structured data, and the tools built for creating invoices have nothing to say about reading them. That gap is what this prompt closes.
Reading an invoice is harder than it looks, because no two vendors format one the same way. Sai handles the variation in three passes:
Nothing is written without your approval
The validation results are shown to you before a single row reaches the sheet. This matters more than it might seem: an extraction step that writes automatically turns one bad parse into corrupted records that someone has to find and unwind later. Reviewing a flagged list takes a minute; reconciling a month of silently wrong data takes an afternoon.
Once approved, each line item becomes its own row with its validation status attached, so the sheet doubles as an audit trail. You can see not just what was billed, but what was checked and what was questioned.
The prompt is written for a batch, which is how most teams actually work — a stack of invoices at week's end or month's end rather than one at a time. Point it at a Drive folder and it will work through everything in there. Because the master product list is an input rather than something baked in, updating your catalogue updates the validation with no change to the prompt itself.
Teams that run this on a weekly rhythm tend to catch pricing drift they would otherwise only find at an annual review — a supplier whose unit price crept up three percent across four invoices is invisible one document at a time, and obvious in a sheet.
Add any vendor-specific fields you track — PO number, cost center, tax breakdown, payment terms — to the field list and they will be captured alongside the defaults. If your validation needs are stricter than code matching, describe the rule in plain language (flag anything more than 5% above the last recorded price, flag quantities over a threshold) and Sai will apply it. For multi-currency operations, name your reporting currency and ask for a converted column.