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Holbox Displays and POS · Gliwice, Poland

Email invoices find their own way into the reports.

Holbox Poland designs and manufactures cardboard displays and POS materials. Invoices arrive by email, and the data from each document goes into the invoice sheet on its own.

less retyping every month
30–40 h
manual corrections across about 2,400 documents
0
in production since November
2025

A display folds up from one sheet of cardboard. Emailed invoices come together in one report sheet.

See the example below
  • START · November 2025
  • VOLUME · about 2,400 documents
  • SYSTEMS · Gmail, Google Drive, Gemini (OCR), Google Sheets
  • TO A HUMAN · documents with empty fields

The challenge

The reports ran on manual retyping.

Invoices came in by email and the team retyped them into spreadsheets by hand. Moving the data alone took 30 to 40 hours a month, with the risk of a typo in every row.

  • 30–40 hours a month. That is how long it took just to retype the invoices into the reports.

  • Typos in the data. One mistake in a report carried over into every summary that followed.

  • Reports always behind. The data showed up when someone had time to retype it, not when it was needed.

An example with made-up invoices

What it looks like on an example.

Four emails in the inbox, three with an invoice. The two complete ones go into the sheet, and the scan with an unreadable due date waits for a person.

Invoice inbox · example

inboxReceived4 new
  • invoices@sample-cardboard.example Invoice FV/2026/11/0482 Attachment: FV_2026_11_0482.pdf invoice Aprocessed
  • sales@sample-shop.example Question about a display design skipped
  • office@sample-uv-print.example FV 118/11/2026, UV printing Attachment: FV_118_11_2026.pdf invoice Bprocessed
  • billing@sample-courier.example Invoice for parcels, October Attachment: IMG_4471.jpg, a phone photo invoice Con hold
PDF AFV_2026_11_0482.pdfp. 1
  1. Seller: Sample Cardboard Ltd
  2. VAT invoice no. FV/2026/11/0482
  3. Issue date: 03/11/2026
  4. Payment due: 28/11/2026
LineItemNetGross
15-ply corrugated board, sheets6,240.007,675.20
PDF BFV_118_11_2026.pdfp. 1
  1. Sample UV Print Ltd · FV 118/11/2026
  2. Issued 04/11/2026, due 05/12/2026
  3. UV printing on board: net 3,915.00, gross PLN 4,815.45
JPG CIMG_4471.jpgphone photo
  1. Sample Courier Ltd
  2. Invoice FK 77/10/2026
  3. Payment due: unreadable
  4. Amount due: PLN 506.76
  1. 01

    Picks out the invoice emails

  2. 02

    Workflow 1 saves the attachments to Drive

  3. 03

    Workflow 2 reads the fields from the PDFs and the scan

  4. 04

    Checks completeness, an empty field goes to a person

  5. 05

    Sheet entry and log, files moved to processed

2invoices written to the sheet
1empty field, waiting for a person
0manual corrections in the sheet

Drive · Invoices / to process

FV_2026_11_0482.pdf FV_118_11_2026.pdf IMG_4471.jpg

workflow 1 · savedworkflow 2 · picked up

Drive · Invoices / processed

FV_2026_11_0482.pdf FV_118_11_2026.pdf
Fields read, invoice Aexample
SupplierSample Cardboard LtdPDF A, l. 1
Invoice no.FV/2026/11/0482PDF A, l. 2
Date, due03/11/2026 · 28/11/2026PDF A, l. 3–4
Net, gross6,240.00 · 7,675.20 PLNPDF A, line 1
Completeness checkexample
Invoice A6 of 6 fields, completeread A
Invoice B6 of 6 fields, completePDF B, l. 1–3
Invoice Cempty field: payment due date unreadablenot written to the sheetscan C, l. 3
To a person

Invoice C waits for a person. The automation does not guess the due date, and a document with an empty field never reaches the sheet.

Invoice sheetexample
RowSupplierInvoice no.DueGross, PLN
213…………
214Sample CardboardFV/2026/11/048228/11/20267,675.20
215Sample UV PrintFV 118/11/202605/12/20264,815.45
agent log · email invoices EXAMPLE
  1. 10:12:044 new emails: 3 with an invoice, 1 skipped
  2. 10:12:06workflow 1: 3 attachments in Invoices/to process
  3. 10:12:08workflow 2: read 3 files, 2 PDFs and 1 scan
  4. 10:12:09IMG_4471.jpg on hold: payment due date empty
  5. 10:12:09FV/2026/11/0482 written to the sheet
  6. 10:12:10FV 118/11/2026 written to the sheet
  7. 10:12:10done · 2 files in processed
  8. 10:12:11waiting for the next email

The automation does not guess unreadable fields. Only a complete invoice goes into the sheet, and a document with an empty field waits for a person. The companies, emails, invoice numbers, amounts and dates are made up.

Process flow

Two workflows, a handover through Drive, a sheet entry with a log

The first workflow watches the inbox and puts the attachment on Drive. The second picks the file up from Drive, reads the fields with OCR, checks that nothing is missing and writes the document to the sheet, with a log.

The solution

The agent took over the inbox and the reports.

  1. Inbox monitoring 24/7

    The process runs as two workflows: the first handles the inbox, the second starts from a file on Drive. The agent watches the inbox and picks out the invoice emails from the rest of the correspondence.

  2. Attachment to Drive

    The invoice lands in a working folder on Drive.

  3. Reading the document

    AI reads the PDF or scan and pulls out the customer, the line items and the deadlines.

  4. Completeness check

    Empty fields are caught before anything reaches the sheet.

  5. Sheet entry and log

    A complete invoice goes into the sheet, every operation stays in the log, and the file moves to the processed folder.

Results

The reports write themselves.

less manual retyping a month
30–40 h
manual corrections across about 2,400 documents
0
in production since November
2025

Scope

Implementation scope

  • Inbox monitoring
  • AI document reading
  • Completeness check
  • Invoice sheet
  • Operations log
  • Error report

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