Effortlessly Convert Scanned Receipts to Expense Reports with Pabbly Connect

Learn how to use Pabbly Connect to automate the conversion of scanned receipts to expense reports with an AI agent. Step-by-step tutorial included. Follow this definitive guide to creating powerful automated workflows with straightforward, efficiency-focused solutions that save valuable time.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect to Automate Receipt Conversion

To begin automating the conversion of scanned receipts to expense reports, first, you need to access Pabbly Connect. Start by navigating to the Pabbly Connect website at Pabbly.com/connect/inr/. If you are a new user, you can sign up for free and receive 100 free tasks every month.

After signing in, you will be directed to the Pabbly Apps window. From here, click on the Pabbly Connect button labeled ‘Access Now’ to enter the dashboard. This platform will allow you to create workflows that automate the tasks needed for converting scanned receipts into structured expense reports.

2. Creating a Workflow in Pabbly Connect

Once you are in the Pabbly Connect dashboard, the next step is to create a new workflow. Click on the ‘Create Workflow’ button located at the top right corner. A dialog box will prompt you to enter a name for your workflow and select a folder.

• Enter the workflow name as ‘AI Agent to Convert Scanned Receipts to Expense Reports’.
• Select a folder where you want to save this workflow, such as the ‘AI Agents’ folder.

After entering the details, click on the ‘Create’ button. This will set up the workflow, and you will see two main sections: Trigger and Action. The trigger is the event that starts the workflow, while the action is the response that occurs as a result.

3. Setting Up the Trigger with Google Drive

The first step in your workflow is to set up the trigger, which will be based on Google Drive. Select Google Drive as your trigger application and choose the event type as ‘New File in Specific Folder’. This will allow the workflow to react whenever a new receipt is uploaded.

To connect Google Drive, click on the ‘Connect’ button and select ‘Add New Connection’. Choose your Google account and grant the necessary permissions. Next, select the specific folder where you will upload your scanned receipts. This ensures that every new file added will trigger the workflow in Pabbly Connect.

4. Extracting Data Using an AI Agent

After setting up the trigger, the next step is to configure the action that will extract data from the uploaded receipts. For this, select OpenAI as the action application and choose ‘Extract Content from PDF/Image’ as the action event. This will enable the AI agent to analyze the receipt and extract relevant details.

• Connect to OpenAI by adding a new connection and entering your API token.
• Map the data from the previous step to the PDF/Image URL field.

Once the mapping is done, enter a prompt to specify what details you want the AI agent to extract, such as the merchant name, receipt number, and transaction date. By using Pabbly Connect, this process becomes seamless and automated, allowing you to focus on other tasks while the AI handles the data extraction.

5. Recording Extracted Data in Google Sheets

With the data extracted from the receipts, the final step is to record this information in Google Sheets. Add another action step and select Google Sheets as the application, with the action event set to ‘Add New Row’. This will allow the workflow to create a new entry for each receipt processed.

Connect to your Google Sheets account and select the spreadsheet where you want the data to be recorded. Map the extracted data fields to the corresponding columns in your spreadsheet. Once all fields are mapped, click on the ‘Save and Send Test Request’ button to ensure everything is working correctly.

After completing these steps, you will see that the details from your scanned receipts are automatically organized in your Google Sheets, thanks to the powerful integration capabilities of Pabbly Connect. This automation saves you hours of manual data entry and ensures accuracy in your expense reports.

Conclusion

In this tutorial, we explored how to effortlessly convert scanned receipts to expense reports using Pabbly Connect. By integrating Google Drive, OpenAI, and Google Sheets, you can automate the entire process of data extraction and organization. This not only streamlines your workflow but also enhances accuracy in managing business expenses.