How to Use Pabbly Connect to Extract Sales Receipts Data from PDFs to Google Sheets

Learn how to use Pabbly Connect to automate the extraction of sales receipts data from PDFs to Google Sheets with AI integration. Explore efficient methods for automating routine tasks with clear, concise instructions suited for both newcomers and experienced professionals.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Receipt Data Extraction

To start using Pabbly Connect for extracting sales receipts data, first, access the platform by visiting the Pabbly Connect website. If you are new, click on the ‘Sign up free’ button to create an account. Existing users can simply log in.

Once logged in, navigate to the dashboard and click on ‘Access Now’ under Pabbly Connect. Here, you will create a new workflow specifically for extracting sales receipt data. Click on the ‘Create Workflow’ button, name it ‘AI Agent for Sales Receipt Extraction,’ and select the appropriate folder for your workflow.

2. Integrating Google Drive with Pabbly Connect

The first step in your workflow is to connect your Google Drive account with Pabbly Connect. This integration allows the AI agent to monitor a specific folder for new sales receipt files. Select Google Drive from the trigger options and choose the event ‘New File in Specific Folder.’

• Choose your Google Drive account to connect.
• Select the folder where your sales receipts are stored.
• Click on ‘Save and Send Test Request’ to capture the latest file details.

Ensure that the share permissions for the files in this folder are set to ‘Anyone with the link’ to allow Pabbly Connect to access them. After adjusting the permissions, click the ‘Save and Send Test Request’ button to confirm the connection and retrieve the latest file details.

3. Extracting Data from PDFs Using OpenAI

After successfully connecting Google Drive, the next step involves sending the captured sales receipt file to OpenAI for data extraction. In the action step of your workflow, search for OpenAI and select the action event ‘Extract Content from PDF/Images.’

To connect OpenAI with Pabbly Connect, you will need to provide your OpenAI API key. You can generate this key in your OpenAI account under the API keys section. Once connected, select the model you wish to use for extraction, such as GPT-4 Mini.

• Map the PDF/Image URL from the Google Drive response.
• Input a prompt instructing OpenAI to extract structured data from the receipt.
• Define the structured output in JSON format to ensure data is organized correctly.

After setting the parameters, click on ‘Save and Send Test Request’ to extract the data. You should receive a structured response containing all relevant details from the sales receipt.

4. Adding Extracted Data to Google Sheets

The final step in this automation process is to add the extracted data into Google Sheets. In the action step of your workflow, search for Google Sheets and select the action event ‘Add New Row.’ This step allows you to input the extracted data into your designated spreadsheet.

Connect your Google Sheets account to Pabbly Connect by clicking on ‘Sign in with Google.’ Select the relevant spreadsheet and sheet where you want the data to be added. After connecting, map the extracted data from OpenAI to the corresponding fields in your Google Sheets.

Map the receipt number, date, customer name, and product details. Ensure each detail corresponds to the correct column in your Google Sheets. Click ‘Save and Send Test Request’ to finalize the data entry.

Upon successful mapping, check your Google Sheets to verify that the extracted data has been added correctly. This confirms that your AI agent built with Pabbly Connect is functioning as intended.

5. Conclusion

By following these steps, you can effectively set up an AI agent using Pabbly Connect to automate the extraction of sales receipts data from PDFs to Google Sheets. This integration not only saves time but also reduces errors in data entry, streamlining your workflow significantly.

Using Pabbly Connect, you can enhance your business processes by automating repetitive tasks, allowing you to focus on more critical activities. Start leveraging this powerful tool today to improve your operational efficiency.