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In this automation, I show you how to set up an invoice parsing system that extracts data from invoice PDFs and inputs them into a Google Sheet. It automatically monitors invoices from your email account too!
In this video, I showcase a step-by-step guide to setting up an invoice parsing system using make.com, PDF processing tools, and OpenAI's GPT-4. This system handles both machine-readable and scanned PDFs, extracts critical data, and populates it into Google Sheets for analysis.
Chapters
0:00 Overview
2:29 Drive Integration
3:19 Parsing PDFs
4:20 Extracting to Google Sheets
6:20 Refinement using AI
13:30 Scanned Invoices
19:09 Email Automation
21:39 Fixing Filter
23:01 Pivot Table
24:00 Filtering files by PDF
24:26 Document Type Field
25:13 Next Steps
Key Features Covered:
- Automated Invoice Parsing: Extract data from PDFs and populate Google Sheets with key details like invoice number, dates, totals, and tax rates.
- Email Integration: Automatically fetch invoice attachments from emails and add them to a Google Drive folder for processing.
- Scanned PDFs: Use OpenAI's Vision capabilities to process non-machine-readable invoices.
- Data Enhancement: Refine extracted data with AI to infer missing details like vendor country and tax rates.
- Dynamic Reporting: Create pivot tables and automate currency conversion for detailed financial insights.
Detailed Breakdown:
- Setup Invoice Watcher: Monitor Google Drive for new PDF uploads and extract data using pdf.co or similar services.
- Email Automation: Fetch emails containing invoices or manually labeled ones and save attachments to Google Drive for seamless integration.
- Advanced AI Enhancements: Use GPT-4o to infer missing data and ensure structured outputs in JSON format.
- Scanned Document Handling: Convert scanned PDFs into images for Vision-based extraction and route unreadable PDFs through a fallback AI model.
- Google Sheets Integration: Auto-update rows with invoice details, create pivot tables, and perform currency conversions for advanced reporting.
- Efficiency Tips: Add filters to distinguish invoices from receipts and customize prompts to tailor extractions.
What You’ll Achieve:
- Effortless invoice organization and tracking.
- Scalable systems for handling diverse invoice formats.
- Automated financial summaries with minimal manual effort.