The Accounts Payable Agent automates your entire invoice-to-bill workflow. It monitors your AP inbox, extracts invoice details, validates vendors in QuickBooks Online and create bills. Use the AP Agent to:
Extract invoice details automatically from your AP inbox — no manual downloading or keying
Flag invoices with missing required field for quick review
Create new vendors in Levvy and sync them to QBO instantly during review
Keep an organized folder of all invoices, renamed and sorted by processed date
Sync all unpaid bills into a Google Sheet, just like the unpaid bill report in QBO
How to Use the AP Agent
Add the AP Intake Automation template to your company library
In Levvy, go to Workflow Library in the left-hand navigation menu
Click Levvy Prebuilt Library and search for the template called AP Intake Automation
Check the checkbox to save it to your company library as a draft, then click Publish so everyone at your firm has access
Configure workflow in the client profile
From the company library, add the AP Intake Automation workflow to the relevant client
Click Edit Task to open the configuration. You can update the task name and budgeted hours here
Set the automation owner — this is the person who will review invoices and approve the task
Connect the AP inbox (the email account where invoices are received) and the client's QBO account
Connect a Google Sheet for syncing unpaid bills — select an existing sheet from the resource list, or click Add New Sheet to create one
Click the copy icon next to the email address and share the Google Sheet with it so the agent has permission to update the sheet
Once all connections are set (all boxes turn green)
Configure the recurrence and activate the workflow
Open the AP Agent task on your workspace
In Levvy, go to your Workspace
Find the AP Agent task — it has a rainbow ring around it to distinguish it from regular tasks
Open the task to see the assigned approver, the scheduled run time (bottom right), and a task description listing every step the agent will take
The Task Progress section shows the status of each step — if the task hasn't run yet, all steps will show Upcoming
To test the agent right away before the scheduled date, click the trigger now button. It only appears when the task is (1) scheduled to run today (2) the first occurence of a newly activated workflow.
Review what the agent extracted from your inbox
When the agent finishes scanning and extracting invoices, the task status changes to Approval Pending and the approver receives a notification in Levvy
Click the Folder & Files tab — the agent has automatically created an Email Attachments subfolder, with invoices organized by the date they were extracted
To see the source emails, click the Inbox tab in the client profile — the agent pulls only invoices from attachments, ignoring non-invoice files like reports
The first time the agent runs, it scans the last 30 days of email. After that, it scans only emails received since the previous run.
Review invoices that need your review
When the task is pending approval, click the Review New Invoices button to start the review
Invoices are flagged as Need Review when a required field is missing. Missing required fields are highlighted
Correct any field directly in the form. If the vendor doesn't exist in QBO yet, creating it in Levvy will sync to QBO automatically
To skip an invoice entirely, use the Exclude option. The original file stays saved in Levvy but won't be sent to QBO or Google Sheets
Before approving the task, click the Success tab to review invoices the agent extracted successfully. You can overwrite any field before it posts to QBO.
Once you've reviewed all flagged invoices, the Approve Task button appears
Click Approve Task to allow agent to proceed to the next step: creating bills in QBO and syncing to Google Sheets
Once finished, the task is automatically marked Complete
Check your organized files, bills in QBO and Google Sheet
In the Folder & Files tab, approved invoices are moved into a Processed Invoices subfolder, renamed with the vendor name and invoice date
Review your connected Google Sheet by accessing it in the Resources tab.
A new tab will be created and named with the current date. That tab contains all the unpaid bills as of the current date, just like the unpaid bill report in QBO.
A link to each QBO bill is included in the Google Sheet.
The renamed invoice is attached to the bill.
For existing vendors, the agent automatically applies the category from the vendor's most recent bill. The invoice is also attached to the bill in QBO
For bills with categories assigned to an item detail (rather than a category detail), automatic categorization won't apply. New vendors are categorized as Uncategorized Expense until updated.
FAQ
What invoices get routed to review?
Invoices go to review when a required field is missing. You'll see exactly which required fields are missing so you know what to fix.
How does the agent handle duplicate invoices?
The agent checks QBO for existing bills matching the invoice number and vendor. If a match is found, it attaches the new invoice to the existing bill instead of creating a duplicate.
Can I skip an invoice I don't want processed?
Yes. During review, use the Exclude option on any invoice. The file stays saved in Levvy for your records but won't be sent to QBO or Google Sheets.
How far back does the agent scan each time it runs?
On the first run after a workflow is activated, the agent scans the last 30 days of email. After that, it scans only emails received since the last time it ran.
Can I change when the agent runs?
You can change future occurrences by updating the recurrence settings in the client profile. You can't change the run time for a specific occurrence, and moving a task to a different date in the scheduling tab won't affect when the agent actually runs.
How does the agent categorize transactions?
It applies the category from the most recent bill for that vendor that has a category detail. New vendors are categorized as Uncategorized Expense. Note that bills with categories assigned to an item detail (rather than a category detail) aren't detected.
How are invoices organized in Levvy after processing?
The agent creates an Email Attachments subfolder for raw extractions and a Processed Invoices subfolder for approved invoices. Approved invoices are renamed with the vendor name and invoice date and organized by the date it was processed.
What happens if two corrected versions of the same invoice arrive?
If two emails contain attachments with the same invoice number, the agent processes the attachment from the most recently received email, assuming the latest version is the accurate one.
Can I create a new vendor in QBO during the review process?
Yes. If a vendor doesn't exist in QBO, you can create it directly in the Levvy review panel. It syncs to QBO immediately, so the bill can be created without leaving the task.
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