Routines
A routine is something I do for you again and again, such as filing invoices in Google Drive and uploading them to FastBill or Lexware Office. I start with suggestions and only work on my own once you want me to.
Routines used to be called "standing orders". Once set up, a routine applies to every matching new email. Right now there's one template: file invoices in Drive, and optionally in your accounting tool too.
Set up a routine
- Open Routines, or use File automatically on the invoices page.
- Set Folder in Drive (default “Invoices”; a routine created in German says “Rechnungen”) and Show me from amount (€) (default €1,000, empty means no limit). The limit compares the number on the invoice, whatever the currency – $1,200 counts as over a €1,000 limit. If you have several accounts, choose under For these accounts which ones it covers.
- Tap Dry run. Using up to three invoices from recent weeks, I show you where I'd file them and what I'd name them. Nothing happens yet.
- If it looks right, tap Activate.
You can also use Instruction: "From now on, file invoices in Drive, and show me anything over €500." I create the routine; activating it is up to you. If you ask about other services such as Clockodo or Slack, I point you to Connections.
Where things go: into the Drive of the account the invoice was sent to. Folders by month of the invoice date, e.g. Invoices/2026-10, file name vendor, amount with currency, invoice date and number, e.g. Acme_117.49USD_2026-10-06_INV-42.pdf. I set the vendor's short name the first time; you can change it on the page. Filing needs Drive access for that account (Connect your calendar). I only see files I create myself.
If FastBill or Lexware Office is connected for that mailbox (Connections), Also upload to accounting uploads the receipt there too. Invoices in a currency other than euros always come to you first, even on Do it quietly. I then file them in Drive only; the accounting entry is up to you.
Approval levels
Under How independent? there are three levels:
- Suggest: every invoice waits for you. You tap Approve or Discard.
- Do it and tell me: I file right away and show it in Your day, with undo.
- Do it quietly: I file and only note it in the Log.
Every new routine starts on Suggest. After you've approved ten suggestions in a row without changes, I ask whether I should handle it myself from now on: Yes, from now on or Not yet. You can change the level yourself at any time.
On every level, I still show you:
- invoices above your amount limit
- new bank details from a known sender (a common fraud pattern)
- missing Drive access
- with accounting: when I can't recognise the VAT
- with accounting: invoices in a currency other than euros
If something looks wrong
In the Log, undo any filing with Undo. The file disappears from Drive. I can't delete anything in FastBill or Lexware Office, so please do that there yourself. After an undo I drop back one level. If something failed, tap Try again. Pause stops the routine for now, Delete removes it. Anything already filed stays in Drive.