How to Auto-Process Workshop Receipts Using AI Agent with Pabbly Connect

Learn how to automatically process workshop receipts using Pabbly Connect, integrating Google Drive, AI Agent, and Google Sheets seamlessly. Learn to create powerful connections between your critical applications without requiring specialized programming knowledge or extensive technical background.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To auto-process workshop receipts, you must first access Pabbly Connect. Start by navigating to the Pabbly Connect landing page at Pabbly.com/connect. This platform enables seamless integration between various applications, making it ideal for automating your workflow.

Once on the landing page, you can either sign in if you are an existing user or choose to sign up for free. New users can benefit from 100 free tasks per month to explore the capabilities of Pabbly Connect. After signing in, click on ‘Access Now’ to enter your dashboard and begin setting up your automation.

2. Creating Your Workflow in Pabbly Connect

In your Pabbly Connect dashboard, the first step is to create a new workflow. Click on the ‘Create Workflow’ button and name your workflow, such as ‘Auto-Process Workshop Receipts Using AI Agent’. Choose the folder where you want to save this workflow, for example, the ‘Automations’ folder.

• Click on ‘Create’ to open the workflow window.
• Understand that triggers and actions are the core components of your workflow.
• Select Google Drive as your trigger application.

After selecting Google Drive, choose the trigger event as ‘New File in Specific Folder’. This sets up the automation to trigger whenever a new receipt is uploaded. Click on ‘Connect’ and follow the prompts to connect your Google Drive account with Pabbly Connect.

3. Setting Up the Trigger with Google Drive

Once your Google Drive is connected, select the specific folder where you will upload your workshop receipts. Ensure this folder is sharable; it should allow access to anyone with the link and set to editor access. This is crucial for the automation to work properly.

After selecting the folder, click on ‘Save and Send Test Request’. Remember that Google Drive operates on a polling basis, meaning it checks for new files every 10 minutes. You can adjust this time under the trigger settings if needed.

• Upload a sample workshop receipt to Google Drive to test the trigger.
• Verify that Pabbly Connect captures the correct file response.

With this setup, every time a new file is added to the specified folder, your workflow will be triggered automatically, paving the way for the next steps.

4. Integrating AI Agent for Data Extraction

Now that the trigger is set, the next step is to integrate your AI agent, specifically OpenAI, to extract details from the uploaded PDF receipt. Select OpenAI as your action application and choose the action event ‘Extract Content from PDF/Image’. using Pabbly Connect

Connect your OpenAI account by entering your API key. You can generate a new API key from your OpenAI account dashboard. Once connected, you will need to provide the PDF URL, which can be mapped from the previous step in your workflow.

Enter a prompt like ‘Extract the details from the given PDF’. Generate a structured output JSON to define the data you want to extract.

After configuring these settings, click on ‘Save and Send Test Request’. This action will allow OpenAI to process the PDF and return the extracted details, such as the name, email, workshop title, and payment amount.

5. Finalizing Automation with Google Sheets

With the data extracted by OpenAI, the final step is to log this information into Google Sheets. Add another action step in your Pabbly Connect workflow and select Google Sheets as the application. Choose the action event ‘Add a New Row’.

Connect your Google Sheets account by signing in and granting the necessary permissions. Select the spreadsheet where you want to log the data, such as ‘Workshop Receipts’, and choose the target sheet.

Map the extracted fields from OpenAI to the respective columns in Google Sheets. Click on ‘Save and Send Test Request’ to verify that the data is logged correctly.

After completing this setup, every new receipt uploaded will automatically populate the Google Sheets with the relevant details, eliminating the need for manual entry and ensuring accuracy in record-keeping.

Conclusion

This tutorial demonstrated how to use Pabbly Connect to automatically process workshop receipts using an AI agent. By integrating Google Drive, OpenAI, and Google Sheets, you can streamline your workflow, reduce manual tasks, and keep your records organized efficiently.