Allocation of receipts and payments using comparison criteria

Hire a Pro
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1

Hi everyone,
I’m looking for support in building an automation in Make.com that can assign receipts/invoices to payments using comparison criteria. If anyone has done something similar or could help me set this up from scratch, I’d really appreciate your help!
The Goal is to automate the assignment of receipts and payments from various sources using defined comparison logic, so that the process no longer has to be done manually.

Input sources:

  • GetMyInvoices (connected automatically): provides receipts/invoices
  • PayPal (connected automatically): provides payment data
  • N26 account (manual CSV import): provides payment data
  • Further evidence (uploaded manually as CSV/PDF/JPG/PNG)

Matching logic:
All incoming data should be processed through Make.com and compared using the following fields:

- Name
- Date
- Amount
- Delivery address

For a successful assignment to take place, at least three of these criteria must match. If a match is found, the data is moved to the “assigned” section. If no match is found, it goes into the “unassigned” section, where retries happen.

Retry process:
Unassigned receipts/payments will go through up to three assignment attempts, each separated by 31 days. If the receipt/payment cannot be assigned after the third attempt, it remains in the unassigned section permanently.

Output:
There are two separate output folders/sections:

  1. Assigned receipts/invoices
  • CSV export (bulk-ready for DATEV, each assignment must be identifiable and traceable)
  • Individual PDF files (each assignment must be downloadable and readable)
  1. Unassigned receipts/invoices
  • CSV export (with all data)
  • Individual PDF files (with all available information)

I’ve also attached a diagram to help visualize this. It might be clearer with the diagram.

Allocation of receipts & payments
Allocation of receipts & payments900×600 47.2 KB

If anyone has experience building such a flow in Make.com or could help me implement it, I’d be super grateful!

2

Hello @Andrea_Phleps, welcome to the make Hire a pro section , I would love to work with you on this, you can book a call Here to discuss the project requirements and you can checkout my upwork profile Here

3

Hey @Andrea_Phleps,

How often do you upload the CSV and how many rows does it include? I think maybe Airtable document upload and data extraction would work also for you, since this can work like one place to store your data, and AI can do the match easily. However, to be more sure of the best approach for your case, I would need to investigate further.

Building the solution only on make you have to get familiar with arrays and the make tools, which actually will complete the task.

I am doing co-building sessions where we work live together on your project. In this way you get the solution done during the session while you get to know how to manage and update your own automation by yourself.

Happy to schedule a 30mins conversation with no commitment to share my suggestions right on your needs. Here is my calendar link: Solve it in 30 mins | Dimitris Goudis | Cal.com

Thanks
Dimitris Goudis | 3Nuggets.io

4

Yes, I can help you build this automation in Make.com from scratch. I have experience setting up workflows that handle data from multiple sources, apply matching logic, and generate structured outputs like CSVs and PDFs. I’ll make sure the entire process is smooth, accurate, and fully automated as per your requirements.
Feel free to book a 30-minute call here: [https://calendly.com/farhan-aviary1103]
You can also check out my Upwork profile: [https://www.upwork.com/freelancers/farhana401]

5

Yes I would like to book a call but the site to book one isn’t working

6

Apologies. Please use this link Calendly

7

Hey Andrea/David,

I am on the call, are you joining?

8

I am really sorry, I forgot about our call, but I made a new tomorrow, so see you tomorrow then.