How to Digitize and Organize Vendor Contracts with Pabbly Connect

Learn how to use Pabbly Connect to digitize and organize vendor contracts using Google Drive, Gmail, and AI agents in this step-by-step tutorial. 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 Vendor Contract Management

To digitize and organize vendor contracts effectively, you need to access Pabbly Connect. First, open your browser and navigate to the Pabbly Connect landing page at Pabbly.com/connect.

Once there, you will see options to either sign in or sign up for free. If you are a new user, click on ‘Sign Up for Free’ to get started. Existing users can simply click on ‘Sign In’. After signing in, you will be taken to your dashboard where you can create a new workflow.

2. Creating a Workflow in Pabbly Connect

Creating a workflow in Pabbly Connect is straightforward. Click on the ‘Create Workflow’ button, and you will be prompted to name your workflow. Enter a suitable name such as ‘Digitize and Organize Vendor Contracts’ and save it in your desired folder.

• Click on ‘Create’ to set up your workflow.
• You will now see the workflow window where you can set up triggers and actions.
• Select Google Drive as your trigger application.

With the workflow created, you can now set the trigger for your automation. This will allow Pabbly Connect to start the process whenever a new vendor contract is added to your Google Drive.

3. Setting Up the Trigger with Google Drive

For the trigger event, select ‘New File in a Specific Folder’ from Google Drive. Click on ‘Connect’ and choose to add a new connection. You will need to sign in with your Google account to allow Pabbly Connect access to your Google Drive.

Make sure the folder you select for your vendor contracts is shared with editor permissions. This is crucial for the AI agent to read the contracts. After setting the folder, click on ‘Save and Send Test Request’ to capture the latest response from Google Drive.

• Upload a sample vendor contract to the specified folder.
• Pabbly Connect will check for new data every 10 minutes.

Once the test request is successful, you will see the details of the uploaded contract captured in your workflow. This confirms that the trigger is working correctly.

4. Integrating the AI Agent with Pabbly Connect

Next, you will integrate the AI agent with Pabbly Connect to extract content from the uploaded PDF. Select OpenAI as your action application and choose the action event ‘Extract Content from PDF/Image’. Click on ‘Connect’ and enter your OpenAI API key to establish the connection.

After successfully connecting, you will need to provide the PDF URL. Instead of entering it manually, map the URL from the previous Google Drive trigger step. This ensures that every time a new contract is uploaded, the correct PDF URL will be used.

Set a prompt to instruct the AI agent on what details to extract. Define the structured output in JSON format for the extracted data.

Once set up, click ‘Save and Send Test Request’. The AI agent will process the PDF and extract the necessary details like vendor name, contract dates, and payment terms, which will be returned in the response.

5. Saving Extracted Details to Google Sheets

The final step is to save the extracted details into Google Sheets using Pabbly Connect. Select Google Sheets as your action application and choose the action event ‘Add New Row’. Connect your Google Sheets account and select the spreadsheet where you want to store the data.

Map the extracted details from the AI agent response to the corresponding columns in your Google Sheets. This includes mapping fields like vendor name, client name, start date, end date, payment terms, and vendor email address.

Click ‘Save and Send Test Request’ to add the data to your spreadsheet. Verify that the data appears correctly in the specified sheet.

With this, your automation setup is complete. Now, every time a new vendor contract is uploaded to Google Drive, Pabbly Connect will automatically extract the details and add them to your Google Sheets without any manual intervention.

Conclusion

In this tutorial, you learned how to use Pabbly Connect to digitize and organize vendor contracts efficiently. By integrating Google Drive, OpenAI, and Google Sheets, you can automate the extraction and organization of important contract details, improving your workflow significantly.