The Challenge: Invoices Falling Through the Cracks

For a busy consulting team working across multiple projects and clients, invoices are more than just numbers — they’re the foundation of accurate project tracking and financial reporting.

Yet in practice, the process was messy.

Each consultant received invoices directly in their mailbox — from travel expenses to subcontractor work, software tools, and client-related costs. Some invoices were forwarded to accounting, others got lost in email threads, and many arrived in multiple formats from different sources.

Accounting often struggled to match invoices with the right project or department.

At month-end, they were chasing missing documents, unclear expense links, and late submissions. As a result, reporting was delayed and payments risked being missed or duplicated.

The team needed one thing: a central, reliable system between project teams and accounting.

The Solution: One Platform to Rule Invoices

That’s where Invoice-Grabber came in.

By connecting with every team member’s mailbox — and even with external sources like Peppol — InvoiceGrabber created a single, shared invoice repository for the entire consulting team.

Instead of manually forwarding invoices, each new invoice is automatically pulled into the platform, categorized, and visible to everyone.

Team members can:

• Tag invoices per project, client, or cost center
• Filter and sort by sender, date, or project
• Identify missing invoices at a glance
• Add notes or labels for internal context

And once the tagging is done, automated workflows take care of the rest — sending the invoices straight to the accounting system for processing and payment.

The Impact: From Chaos to Clarity

Within a few weeks, the consulting team completely transformed how they handled invoices.

Here’s what changed:

• No more lost invoices.
  Every document is automatically captured — whether it comes via email, portal, or e-invoicing network.
• Full project visibility.
  Project managers can instantly see all costs related to a project, making reporting faster and more accurate.
• Smooth handover to accounting.
  Invoices arrive in accounting already tagged and complete — no more chasing for missing context.
• Faster payment cycles.
  Because invoices are organized and validated earlier, they can be approved and paid on time.
• Time savings for everyone.
  Project teams save hours each month, and accounting gains peace of mind knowing the data is complete and reliable.

A Central Layer Between Teams and Accounting

In short, Invoice Grabber became the layer between project teams and the accounting system — connecting mailboxes, standardizing inputs, and turning chaos into a smooth flow.

With the help of automated workflows and smart tagging, this consulting company now manages all its invoices — from receipt to payment — without stress, without loss, and without delay.

Why It Works

What makes this setup powerful is that it doesn’t require people to change how they work.

Everyone keeps using their own mailbox — InvoiceGrabber simply bridges the gap between decentralized inboxes and centralized accounting.

By automating the unglamorous part of invoice collection and categorization, teams can focus on what matters: delivering projects on time and managing budgets proactively.

In Short

• Invoices come from anywhere — Invoice Grabber collects them all.
• Teams tag and track them easily.
• Automated workflows send them to accounting.
• Payments happen faster.
• Everyone saves time.

See It in Action

In the detailed flowchart below, you’ll see how team members, project management, and accounting interact through Invoice Grabber — and how the automation fits in.