How to Extract Data from Purchase Order PDFs Using Pabbly Connect to Google Sheets

Learn how to extract data from Purchase Order PDFs using Pabbly Connect and automate the process to Google Sheets. Step-by-step tutorial included. 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. Setting Up Pabbly Connect for Extracting Data from PDFs

To begin the process of extracting data from Purchase Order PDFs, you need to access Pabbly Connect. This integration platform allows you to connect various applications seamlessly. Start by visiting the Pabbly Connect website and signing up for a free account or logging in if you already have one.

Once logged in, navigate to the dashboard and click on the ‘Create Workflow’ button. Name your workflow, for instance, ‘AI Agent for Purchase Order Data Extraction’. After naming, select the appropriate folder in your Pabbly account to store this workflow and click ‘Create’. This setup is essential for automating the extraction process.

2. Trigger Setup in Google Drive with Pabbly Connect

In this section, you will set up the trigger that detects new Purchase Order PDFs uploaded to Google Drive. Within your workflow in Pabbly Connect, click on the trigger window and search for ‘Google Drive’. Select it and choose the trigger event as ‘New File in Specific Folder’.

• Connect your Google Drive account by clicking on ‘Sign in with Google’.
• Select the folder where you will upload your Purchase Order PDFs.
• Change the sharing settings of the folder to allow access for the automation.

After setting the folder, click on the ‘Save and Send Test Request’ button. This action will fetch the details of the most recent file uploaded in that folder, which is crucial for the next steps.

3. Extracting Data Using OpenAI with Pabbly Connect

Once the trigger is set, the next step involves sending the captured PDF to OpenAI for data extraction. In the action window of Pabbly Connect, search for ‘OpenAI’ and select it. Choose the action event as ‘Extract Content from PDF/Image’.

To connect your OpenAI account, enter your API key, which you can obtain from your OpenAI dashboard. After connecting, you will need to map the file URL from the previous step into the OpenAI action. Set the prompt to instruct OpenAI to extract details from the PDF in a structured format.

• Select the model you wish to use for extraction, such as GPT-4 mini.
• Ensure the output is structured correctly, preferably in JSON format.
• Click ‘Save and Send Test Request’ to receive the extracted data.

This step is pivotal as it transforms the unstructured data from the PDFs into a format that can be utilized in Google Sheets.

4. Adding Extracted Data to Google Sheets via Pabbly Connect

After successfully extracting data from the Purchase Order PDFs, the next step is to add this data into Google Sheets. In your Pabbly Connect workflow, click on the ‘Add Action Step’ button and search for ‘Google Sheets’. Choose the action event as ‘Add New Row’.

Connect your Google Sheets account by signing in. Once connected, select the spreadsheet where you want to store the extracted data. Map each field from the OpenAI response to the corresponding columns in your Google Sheets. This ensures that every piece of extracted information is accurately placed in the right location.

Finally, click ‘Save and Send Test Request’ to confirm that the data is being sent to your Google Sheets. Check your spreadsheet to verify that the new row has been added correctly with the extracted details from the Purchase Order PDF.

Conclusion

In this tutorial, we explored how to utilize Pabbly Connect to automate the extraction of data from Purchase Order PDFs and seamlessly add it to Google Sheets. By following the outlined steps, you can streamline your data management processes, enhancing efficiency in your workflow.