How to Use Pabbly Connect to Extract Supplier Purchase Order Details to Google Sheets

Learn how to automate the extraction of supplier purchase order details to Google Sheets using Pabbly Connect, including step-by-step instructions and integration tips. Revolutionize your productivity approach with just a few strategic clicks. Uncover professional methods for connecting applications and creating workflows that reclaim hours of your week.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect to Start Automation

To automate the extraction of supplier purchase order details into Google Sheets, the first step is to access Pabbly Connect. Begin by navigating to the Pabbly Connect homepage by typing Pabbly.com/connect/inr in your browser.

Once on the homepage, you will see options to either sign in or sign up for a free account. If you are a new user, click on the ‘Sign Up for Free’ button, which allows you to create an account in just two minutes. Existing users can simply sign in. After signing in, you can access the dashboard where you will create your workflow.

2. Creating a Workflow in Pabbly Connect

After signing in, the next step is to create a new workflow in Pabbly Connect. Click on the ‘Create Workflow’ option and provide a name for your workflow, such as ‘Extract Supplier Purchase Order Details to Google Sheets’. Select the appropriate folder to save your workflow, ensuring it is organized.

• Click on ‘Create’ to initiate the workflow setup.
• Understand that triggers and actions are the core components of your workflow.
• Select Google Drive as your trigger application to start the automation process.

By selecting Google Drive, you establish the trigger that will activate the workflow whenever a new purchase order PDF is uploaded. This automation allows for seamless extraction of data from the PDF into Google Sheets, effectively streamlining your operations.

3. Setting Up Google Drive in Pabbly Connect

In this step, you will configure Google Drive as the trigger application in Pabbly Connect. Choose the trigger event ‘New File in Specific Folder’ to capture uploads in your designated folder for purchase orders. This ensures that every time a PDF is added, the workflow will automatically begin.

To establish the connection, click on ‘Connect’ and select ‘Add New Connection’. You will be prompted to sign in to your Google account and grant Pabbly Connect the necessary permissions. Once connected, select the specific folder where your purchase orders are stored and click on ‘Save and Send Test Request’ to verify the setup.

• Ensure that you have already logged into your Google Drive account before establishing this connection.
• The polling time for Google Drive is set to 10 minutes, meaning it checks for new files every 10 minutes.

This setup allows Pabbly Connect to monitor your Google Drive folder and respond to new uploads efficiently, facilitating the automation of data extraction.

4. Extracting Data Using OpenAI in Pabbly Connect

After setting up Google Drive, the next step involves using OpenAI to extract details from the uploaded PDF. In Pabbly Connect, select OpenAI as your action application and choose the action event ‘Extract Content from PDF or Image’. This action will enable the extraction of relevant data from the PDF file you uploaded.

To connect OpenAI, click ‘Connect’ and choose ‘Add New Connection’. You will need to provide your OpenAI API key, which you can obtain from your OpenAI account. After entering the token, select the appropriate OpenAI model, such as GPT-4 Mini, and map the PDF URL from the previous step.

Ensure to format the prompt correctly to specify the details you wish to extract. Use structured output to receive the data in a usable format for Google Sheets.

This integration allows Pabbly Connect to utilize AI capabilities for efficient data extraction from supplier purchase orders, enhancing productivity and accuracy in your workflow.

5. Sending Extracted Data to Google Sheets

Once the data extraction process is complete, the next step is to send the extracted information to Google Sheets. In Pabbly Connect, add a new action step and select Google Sheets as your application. Choose the action event ‘Add New Row’ to insert the extracted data into your designated spreadsheet.

Connect your Google Sheets account by clicking ‘Add New Connection’ and signing in. After granting permissions, select the spreadsheet and sheet name where you want the data to appear. Map the extracted fields from OpenAI to the corresponding columns in your Google Sheets.

Make sure to map each field correctly to maintain data integrity. Click ‘Save and Send Test Request’ to verify that the data is recorded correctly in Google Sheets.

This final step completes the automation process, allowing Pabbly Connect to seamlessly integrate the extracted purchase order details into Google Sheets, eliminating manual entry and saving valuable time.

Conclusion

In this tutorial, we explored how to utilize Pabbly Connect to automate the extraction of supplier purchase order details into Google Sheets. By integrating Google Drive, OpenAI, and Google Sheets through Pabbly Connect, you can streamline your workflow and enhance efficiency without any coding skills. This automation not only saves time but also reduces the potential for errors in data entry.