AI AutoDispute Tracker
AI-powered finance dispute automation using Make.com, OpenAI, Gmail and Google Sheets to classify billing disputes, log cases and send acknowledgement emails automatically.
01 — Business challenge
Dispute intake without a system of record
Billing teams manage invoice disputes manually — emails arrive across inboxes with no structured intake, ownership and status become invisible to leadership, and response times slip. Every dispute depends on someone remembering to acknowledge it, log it and follow up.
02 — Automation highlights
Automation Highlights
Inbox watcher
Gmail trigger captures every dispute email instantly.
AI classification
OpenAI extracts invoice #, dispute reason and severity.
Auto-ticketing
Structured dispute record created in Google Sheets.
Customer acknowledgement
Automated reply confirms the ticket and SLA.
Status visibility
Central register shows owner, age and resolution status.
Zero data entry
Analysts triage instead of typing.
03 — Lifecycle
How the automation works
The complete dispute lifecycle — from a customer email arriving in the inbox to a structured, tracked record in Finance's dispute register.
Email Intake
A customer submits a billing dispute through email. The workflow continuously monitors the inbox and automatically detects every new dispute without requiring manual intervention.
AI Classification & Workflow
Make.com orchestrates the entire workflow while OpenAI extracts invoice details, identifies the dispute reason, determines priority and prepares structured data for downstream processing.
Automated Customer Acknowledgement
Once the dispute is classified, an acknowledgement email is automatically generated and sent to the customer confirming receipt, assigning a dispute ID and setting expectations for the review process.
Centralized Dispute Register
The automation automatically creates a structured dispute record in Google Sheets containing customer details, invoice number, dispute type, priority, sentiment and current status, providing Finance with a centralized dispute management register.
Technology stack
Technologies used
04 — Business impact
Business impact
Acknowledgement to customer
Instant
Every dispute email receives a ticketed reply within seconds.
Dispute triage
AI Classified
OpenAI extracts invoice, reason, priority and sentiment automatically.
Manual data entry
Zero
Analysts triage disputes — the register writes itself.
Dispute visibility
Full
Every open case tracked in one centralized register.
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