How to Extract Data from Bills Automatically Using AI

Learn how to use Pabbly Connect to automate the extraction of data from bills using AI, integrating Google Drive and Google Sheets seamlessly. Build sophisticated automated workflows in less time than you think. This guide translates complex integrations into straightforward steps for immediate implementation.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To start automating the extraction of data from bills, first, you need to access Pabbly Connect. Simply go to pav.com/connect in your browser. Here, you will find options to sign in or sign up for free, allowing you to explore the software with 300 free tasks per month.

Once signed in, you will see all Pabbly applications. Click on the ‘Access Now’ button to navigate to the Pabbly Connect dashboard. From here, you can create a new workflow by selecting the ‘Create’ button. Choose the beta version for a modern and flexible experience, and name your workflow something descriptive, like ‘Extract Data from Bills Automatically Using AI.’ This will set the foundation for your automation.

2. Setting Up the Trigger in Pabbly Connect

In this section, we will set up the trigger using Pabbly Connect to monitor Google Drive for new files. Select Google Drive as your trigger application and choose the event ‘New File in a Specific Folder.’ This ensures that whenever a new expense receipt is added to your designated folder, the automation will activate.

• Click on ‘Connect’ to build a new connection.
• Select ‘Add a New Connection’ and sign in with your Google account.
• Map the folder ID from your Google Drive for precise monitoring.

After successfully connecting, upload a new file to your Google Drive. Ensure that the folder is set to be shareable with anyone who has the link. This allows Pabbly Connect to access the file and trigger the extraction process automatically.

3. Extracting Data from Bills Using AI

With the trigger set, the next step involves using Pabbly Connect to extract data from the uploaded bills. For this, select OpenAI as your action application and choose the event ‘Extract Content from PDF or Image.’ This utilizes AI to parse the important details from the receipts.

To establish a connection, click on ‘Connect’ and select ‘Add a New Connection.’ You will need to generate an API key from your OpenAI account. Once you have the key, paste it into Pabbly Connect to complete the connection. Next, you will map the PDF URL from the Google Drive trigger to the OpenAI action.

• Enter a relevant prompt like ‘Extract key details from expense receipt’ to guide the AI.
• Update the structured output to ensure all necessary details are captured.
• Test the action to confirm that data extraction is working correctly.

After successfully extracting the data, you will receive a structured response containing the required details from the receipt.

4. Storing Extracted Data in Google Sheets

Now that we have the extracted data, the next step is to store this information in Google Sheets using Pabbly Connect. Select Google Sheets as your action application and choose the event ‘Add a New Row.’ This allows you to systematically log each extracted receipt detail for easy tracking.

Connect your Google Sheets account by selecting the existing connection. After connecting, choose your spreadsheet and the specific sheet where you want to store the data. You will then map the extracted data fields, such as vendor name, amount, and date, directly into the corresponding columns in your Google Sheet.

Map the vendor name, amount, date, payment method, and category to their respective columns. Click on ‘Save and Send Test Request’ to ensure the data is added correctly.

Upon successful execution, you will see a new row added to your Google Sheets with all the relevant details from the receipt, completing the automation process.

5. Conclusion

In this tutorial, we demonstrated how to use Pabbly Connect to automate the extraction of data from bills using AI. By integrating Google Drive and Google Sheets, you can streamline your expense management process efficiently. This setup not only saves time but also ensures accuracy in data entry.

By following these steps, you can implement a similar workflow for your business needs, enhancing productivity and reducing manual errors. Start leveraging Pabbly Connect today to transform your data management processes.