1.Detect incoming vendor email
Integrate Gmail and email inbox triggers to capture vendor emails with PDFs for processing.
Create purchase records from vendor invoice emails daily
Automatically monitor vendor invoice emails across Gmail and document storage. Create and update purchase records when vendor email arrives, invoice PDFs attach, or sender criteria matchβso you can upload PDFs, log purchases, and notify accounting without manual reconciling invoices.
How this automation logs purchase records
When vendor invoice emails arrive with PDFs, delays can cause stalled approvals and incomplete records. This automation monitors new invoice emails, filters PDF attachments, stores documents, extracts fields, and logs purchase rowsβso your team can post invoices fast.
Gmailor swap with your favorite app
2.Check for PDF attachment
Integrate Filter by Zapier and file validation to continue only when MIME-type contains pdf.
Filter by Zapieror swap with your favorite app
3.Upload invoice PDF to folder
Integrate Google Drive and document storage to upload the original PDF into a month-year folder.
Google Driveor swap with your favorite app
4.Extract text from PDF
Integrate Google Docs and document conversion tools to convert PDF file ID into extracted text.
Google Docsor swap with your favorite app
5.Extract structured invoice fields
Integrate ChatGPT (OpenAI) and information extraction to pull invoice date, number, amounts, and VAT rate.
ChatGPT (OpenAI)or swap with your favorite app
6.Create purchase tracker row
Integrate Google Sheets and reporting spreadsheets to create a new purchase row with parsed invoice fields.
Google Sheetsor swap with your favorite app
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Accelerate invoice processing with automated invoice capture, approval routing, and payment updates
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