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How can an AI agent turn purchase orders into QuickBooks invoices?

Finance and operations teams can watch Genta turn three emailed purchase orders into QuickBooks Online invoices on a Windows 11 virtual machine. See it create missing products and payment terms, correct sales tax, download invoice PDFs, draft Outlook replies for review, and verify every line item and total.

Created by the Cognillo product team. Narrated with an AI-generated voice.

Video chapters

  1. 0:00 Intro
  2. 0:20 Genta and the Windows computer
  3. 0:38 Choose an agent and a computer
  4. 0:49 Describe the job in plain English
  5. 1:08 Genta plans the work
  6. 1:20 Reading the purchase order emails
  7. 1:51 Invoice 1 in QuickBooks
  8. 2:13 Catching the sales tax
  9. 2:34 Invoice 2: a missing product
  10. 2:57 Invoice 3: new payment terms
  11. 3:24 Discount, shipping and a tax override
  12. 3:55 Reply drafts in Outlook
  13. 4:26 Checking Genta's work: PO vs invoice
  14. 5:35 Genta's summary
  15. 5:53 Wrap-up

Full transcript

0:00 Thanks for joining. Before we begin, a quick disclaimer: this video was written by the Cognillo team, and this voice-over was AI-generated. In this video, we'll hand Genta a real back-office job: turning purchase orders that arrive by email into invoices in QuickBooks Online. Then we'll watch it do the work.

0:20 On the left is Genta, open in the browser. On the right is a Windows 11 virtual machine, over Remote Desktop, connected to Genta through the Genta agent. Edge is open there with two tabs: David Cooper's Outlook mailbox, and QuickBooks Online. Three purchase orders arrived in his inbox today.

0:38 First, choose who does the work. We pick the Web App Agent, a specialist for websites and web apps, and our virtual machine as the computer it will use.

0:48 Then describe the job in plain English, and send it. We ask Genta to check the inbox for today's purchase orders. For each one, create an invoice in QuickBooks, adding the customer or any products that are missing. Download the invoice, and write a reply with it attached. But don't send anything. Leave the replies as drafts for us to review.

1:08 Genta reads the request, picks the best model for the job, and hands it to the Web App Agent on our computer. Its plan appears in the work log, and from here on, every step is listed as it happens.

1:20 On the virtual machine, Genta finds three unread emails and opens the first. Nobody is touching the mouse. Genta looks at the screen and decides every click.

1:31 It opens the attached purchase order and reads it: the order number, the customer, six line items, the total, and payment terms of Net 15.

1:40 It does the same for the other two. In the work log you can follow its thinking: what it sees at each step, what it will do next, and the details it noted from each order.

1:50 Now, QuickBooks. Genta starts a new invoice, finds Paulsen Medical Supplies in the customer list, and changes the terms to Net 15 to match the order.

2:00 Then the line items, one row at a time: product, quantity and rate. When a quantity lands in the wrong row, Genta notices and corrects it. The purchase order number goes in the note to the customer.

2:12 After saving, it spots a problem. QuickBooks added eight percent sales tax, so the total no longer matches the purchase order. Genta clears the tax and saves again. The invoice now comes to 875 dollars, exactly as ordered.

2:27 Then it downloads the invoice as a PDF, and checks that the file really is in the Downloads folder.

2:33 The second order is from Dukes Basketball Camp. Same routine: customer, terms, line items.

2:41 This time, one product is missing. QuickBooks has no item called Trees, so Genta creates it, with the price from the purchase order, and carries on.

2:50 The second invoice is saved at 2,786 dollars, and downloaded.

2:56 The third order, from Quillfield Analytics, is harder. Its payment terms are two ten, net thirty, and QuickBooks doesn't have that option. Typing it in doesn't work either.

3:06 So Genta finds another way. It opens the Terms list, adds the new term, and returns to the invoice.

3:15 It creates a product that didn't exist yet, a 27 inch monitor, and enters the rest of the lines.

3:23 This order also has a five percent discount, a shipping charge, and sales tax at a rate QuickBooks doesn't offer. Genta enters the discount and shipping, then overrides the tax amount by hand.

3:35 The first override doesn't stick, and the total comes out too high. Genta compares it with the purchase order, catches the difference, and does it again. Now the total matches, to the cent: 10,204 dollars and 20 cents.

3:49 The third invoice is saved, and all three PDFs are in Downloads.

3:55 Back in Outlook, Genta replies to each email. It writes a short note with the order and invoice numbers, and attaches the matching PDF from the computer.

4:09 It does the same for the other two. And, as we asked, it doesn't send anything.

4:20 All three replies are waiting in Drafts, ready for review.

4:25 So, did Genta get it right? Let's check its work. Each draft holds two documents: the purchase order the customer sent, and the invoice Genta attached to the reply.

4:36 Side by side, for Paulsen Medical: all six line items match, with the same quantities and prices. So do the Net 15 terms, and the total: 875 dollars. And the purchase order number is noted on the invoice.

4:52 Next, Dukes Basketball Camp. Again, we open the purchase order from the customer's email, and then the invoice from Genta's reply.

5:00 Six lines again, including Trees, the product Genta added to QuickBooks. Net 30 terms, and the same total: 2,786 dollars.

5:11 And Quillfield Analytics, the complicated one. Its purchase order has a volume discount, sales tax, and shipping.

5:19 The new payment terms, two-ten, net thirty, are on the invoice. The five percent discount, the sales tax and the shipping are the same amounts as on the purchase order. And the totals agree: 10,204 dollars and 20 cents.

5:35 When it's done, Genta reports back with a summary: each purchase order, the customer, the line items, the totals, and the new invoice numbers. It also lists what to check before sending, like the sales tax it had to adjust. Twenty-six minutes of work, shown here sped up, and nothing for you to click.

5:53 That's Genta doing real back-office work for you. Try it with tasks from your own list. Download the Genta agent from the Computers tab at genta dot A I, and if you have any questions, email hello at cognillo dot com.

Related tasks

To see it running on your own tenant, email hello@cognillo.com