Back-office workflows · for the books

One inbox.Filed before you wake up.Every supplier, its own folder.Every amount, in one currency.Nothing entered twice.Month-end, already done.

RubusWorkflow reads every invoice and receipt that lands in your inbox, files it by year and supplier in your own Drive, and keeps one spreadsheet that adds up. You keep the judgement, the approvals and the accountant.

Free to set up · your folder, your columns

Prepares your bookkeeping. It never files anything with anyone, and anything it can’t read with confidence waits for you.

Accounting · Shared Drivefiled 03:14

2026

Amazon Web Services

2026-03-02 INV-88213.pdf

Northwind Logistics

2026-03-10 4471.pdf

Document summary

Document summary · 2026

From	Date	Amount	EUR
Amazon Web Services	2026-03-02	412.60 USD	379.24
Northwind Logistics	2026-03-10	1 240.00 EUR	1 240.00
Fraktkompaniet AB	2026-03-14	8 900.00 SEK	795.31

Every row links to the filed document, and records which day’s rate was used.

Year / supplier

how every document is filed, inside your folder

ECB

the rate each amount converts at, for the document’s own date

Once

however many times the same invoice arrives

Yours

folder, columns and schedule, changeable any time

How it works

Three things to set up, once

Nothing to install, and nothing for your accountant to learn.

Connect the inbox

The mailbox your invoices already arrive in, and the label you already file them under. An app password, so no Google review and no IT ticket.

Point at a folder

One folder in a Shared Drive. Everything RubusWorkflow files goes inside it and nowhere else, under year and supplier.

Pick a time

Every night, every Monday, every fifteen minutes. It reads what arrived, files it, and adds the row to your summary.

Why you can leave it running

Careful with your money, by design

The point is not that it is clever. The point is that it is right, and that it tells you when it is not sure.

Your structure, not ours

Year, then supplier, inside the folder you chose. The summary columns are the ones you asked for; change them and the loop follows.

Amounts that add up

A dollar invoice from March converts at March’s ECB rate, and the row records which day’s rate was used, so the column sums.

It asks rather than guesses

No readable total, no date, no rate for that day, and it holds the document for you and says why. Nothing is invented to fill a cell.

Never files the same thing twice

Every document is recognised by its own contents, so a loop that runs again quietly skips whatever it has already filed.

You can see what it did

Every run keeps a transcript. “What happened at 4am” has an answer you can read, not a log line to decipher.

Not only invoices

A loop is a schedule, an instruction and an assistant. Chase overdue quotes on Tuesday with exactly the same machinery.

Questions

The things people ask first

Does it need access to my whole Google account?

No. The mailbox is read over IMAP with an app password, and filing happens in one folder you share with RubusWorkflow. Nothing else in your Drive is visible to it.

What happens to an invoice it cannot read?

It is held for review with the reason stated, and the file stays where you can open it. Nothing is filed on a guess, and nothing is filed with anyone.

Will it mark my email as read or move things?

Never. It reads the folder and leaves it exactly as it found it — you are still the one using that mailbox.

What if I run the same loop twice?

Nothing is duplicated. Documents are recognised by their contents, so a second run picks up only what is new.

A month of receipt-chasing, gone

Connect a mailbox and a folder. Watch the first run. Decide from there.