Case 03 · Marketing Agency · Finance
How We Automated Invoice Reconciliation with Claude
FreshStack built a complete finance system on the Claude API. Claude reads invoices the moment they're dropped, payments are detected as they land, and everything reconciles automatically.
- 0
- manual reconciliation
- Real-time
- visibility
- Claude
- invoice reading
Before · The friction
Finance was entirely manual. Invoices arrived as PDFs and images with no structured way to log them. Payments landed but nobody knew until someone checked. Reconciliation meant cross-referencing spreadsheets, with zero real-time visibility on what was paid versus unpaid.
The system · Claude-powered finance layer
Inputs
- Invoice PDFs and images
- Incoming payment events
- Finance database records
What runs
- 01Claude extracts every invoice field from dropped files, including supplier, amount, currency, due date and line items, and returns them as structured output
- 02Real-time payment detection across multiple accounts
- 03Claude matches incoming payments to open invoices and flags anything ambiguous for one-click human confirmation
Outputs
- Auto-logged invoices with structured data
- Instant payment confirmations
- One-click payment links
We built two connected systems. First, a Claude-powered invoice ingestion layer: drop a PDF or image into a Slack channel and Claude extracts every field, posts an interactive approval, and logs confirmed invoices instantly. Second, a real-time payment detection engine that monitors multiple accounts, uses Claude to match incoming payments to open invoices, and lets the team confirm or reject with one click. Outgoing invoices get auto-generated payment links.
Built with: Claude API (structured outputs, document extraction) · n8n · Slack · Notion · Xero
After · The return
- ✓
Invoices logged from Slack in seconds, with no manual data entry.
- ✓
Real-time payment detection across multiple accounts with instant team alerts.
- ✓
Manual reconciliation eliminated; live paid versus unpaid visibility for the first time.
- ✓
Auto-generated payment links for every outgoing invoice.