◆ Outlook · rules

Invoice Processing

Make sure incoming vendor invoices go to billing: create a mailbox rule that moves any message with subject containing…

2heights

4tasks

2roles do it

The same job, four heights

do it · improve it · decide · become

AExecute — “help me do it”Make sure incoming vendor invoices go to billing: create a mailbox rule that moves any message…+

Make sure incoming vendor invoices go to billing: create a mailbox rule that moves any message with subject containing 'invoice' or from vendors@services.com into the 'Billing:Invoices' folder and mark them as unread, effective immediately.

when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.

BImprove — “do it better”Before I create the rule, reduce payment delays: create a rule that moves messages with…+

Before I create the rule, reduce payment delays: create a rule that moves messages with 'invoice' in subject or attachments named PDF and from vendors@services.com to 'Billing:Invoices', add a copy to the attorney's inbox only if subject mentions 'urgent' or 'past due', and notify billing with a summary of moved items each morning at 9:00.

when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.

The real tasks

2 of them

Make sure incoming vendor invoices go to billing and not the attorney’s inbox so payments aren't delayed

Create a shortcut that files routine vendor invoices into the right folder without me thinking about it.

Who does this

2 roles

Legal AdvisorRecords Clerk

Questions people ask

honest answers

Because you rarely think 'I want the redaction tool'. You think 'I have to share this without leaking the client's details'. Start from the need, and the feature finds you.

Real. Every job here was drawn from what people in real roles were actually seen doing in Outlook — not a feature checklist.

No. Each page gives you a ready prompt you can paste into an AI assistant, plus the plain steps to do it yourself. Start with either — the goal is the finished job, not the tool.