Automate Invoice Data Extraction from PDFs to Google Sheets with Pabbly Connect

Learn how to automate invoice data extraction from PDFs to Google Sheets using Pabbly Connect. Follow this step-by-step tutorial for seamless integration. Develop expertise in application integration and learn how to design streamlined automation workflows using proven, simplified approaches.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Invoice Data Extraction

To start automating invoice data extraction from PDFs to Google Sheets, you first need to access Pabbly Connect. This platform allows seamless integration between Google Drive, OpenAI, and Google Sheets, enabling efficient data handling.

Visit the Pabbly Connect homepage by entering the URL in your browser. If you are a new user, click on ‘Sign Up Free’ to create an account and get 300 tasks every month for free. Existing users can simply sign in to start building their automation workflows.

2. Creating a Workflow in Pabbly Connect

After signing in, you will see the Pabbly Connect dashboard. Here, you need to create a new workflow for automating invoice data extraction. Click on the ‘Create Workflow’ button located at the top right corner. using Pabbly Connect

• Name your workflow as ‘Automate Invoice Data Extraction from PDFs to Google Sheets’.
• Select a folder to save your workflow, such as ‘Automations’.
• Click on the ‘Create’ button to finalize the workflow setup.

This setup allows Pabbly Connect to act as the bridge between your Google Drive and Google Sheets, ensuring data flows smoothly from one to the other.

3. Setting Up the Trigger in Google Drive

Next, you need to set up a trigger for your workflow. Since you want to extract data from invoices uploaded to Google Drive, select Google Drive as the trigger application. Choose the trigger event as ‘New File in a Specific Folder’.

To connect Google Drive with Pabbly Connect, click on ‘Connect’ and choose to add a new connection. Sign in with your Google account and grant the necessary permissions. Select the folder where your PDF invoices will be uploaded.

4. Extracting Data from PDFs Using OpenAI

Once the trigger is set, the next step is to connect OpenAI to extract data from the uploaded PDF invoices. In the action step, select OpenAI as the application and choose the action event ‘Extract Content from PDF or Images’.

To establish this connection, click on ‘Connect’ and enter your OpenAI API key. After connecting, you will specify the model to use, such as GPT-4. For the PDF URL, map the URL obtained from the Google Drive trigger to dynamically receive the latest file details.

• Enter the prompt for extraction, detailing what information to extract, like invoice number and total amount.
• Use structured output in JSON format to ensure the extracted data is organized.
• Click on ‘Save and Send Test Request’ to test the extraction.

Using Pabbly Connect with OpenAI streamlines the process of pulling key data from your invoices, making it efficient and error-free.

5. Adding Extracted Data to Google Sheets

The final step is to add the extracted data to Google Sheets. In this action step, select Google Sheets as the application and choose the action event ‘Add a New Row’. using Pabbly Connect

Connect your Google Sheets account by clicking on ‘Connect’ and signing in. Select the spreadsheet where you want to store the invoice details and map the fields such as invoice number, date, and total amount from the previous steps.

After mapping all required fields, click on ‘Save and Send Test Request’. You should receive a successful response indicating that the data has been added to Google Sheets. This completes the automation process, allowing you to automatically extract and store invoice data seamlessly.

Conclusion

In this tutorial, we explored how to automate invoice data extraction from PDFs to Google Sheets using Pabbly Connect. By following the steps outlined, you can significantly reduce manual data entry errors and save valuable time. This integration not only enhances productivity but also keeps your financial records organized.