Automate PDF Invoices Data Transfer to Google Sheets with ChatGPT & Zapier | Tutorial

Learn to extract amounts, dates, and client details from PDF invoices in Google Drive. This tutorial demonstrates how to automate data transfer to Google Sheets using ChatGPT and Zapier, streamlining invoice management.

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Key Takeaways:

✩ PDF Parsing Techniques: Detailed methods to extract vital data elements from invoices in Google Drive.
✩ Data Mapping & Transfer: Instructions on linking the extracted data to specific cells/columns in Google Sheets.
✩ Setting Up Triggers with ChatGPT & Zapier: A walkthrough on creating automated workflows for real-time updates using both tools.

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Welcome! I'm Corbin ai, the CEO behind the vision of Webcafe AI Nexus. While I lead our ventures into the vast world of AI-driven solutions, it's no secret that my fuel is a mix of tech enthusiasm and copious amounts of coffee. I’m on a mission to architect an ecosystem of AI-focused SaaS platforms, all destined to reshape the business landscape.

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[webcafeai]

Hi all! Exciting news - we've integrated a PDF Reader right into ChatGPT. It's built to handle large PDFs with ease and is completely free for you to use.

[TheBialbino]

Amazing. I was looking for a solution like this, because my employers don't pay any license to use Microsoft AI Builder. Now, I have an alternativa!
God bless you!

[funnyperson]

Thanks for the video, going to automate part of my job so when I’m working from non ai can spend more time learning automation while automation does more and more of my job. Ha.

[dxnzuee]

Great content! More videos like this. More zapier automations preferred. Keep up the great work!

[webcafeai]

Navigate to key moments👇
made via tubestamp.com

01:40 - Uploading example PDF invoice for demonstration.
02:05 - Setting up a new zap in Zapier for automation.
03:26 - Converting PDF into Google Doc via Google Drive.
04:59 - Extracting data from Google Doc using Zapier code block.
06:28 - Formatting extracted data for Google Sheets.
07:21 - Discussing need for context in invoice data prompts.
09:39 - Using formatter block for text formatting in Zapier.
10:32 - Splitting data points for spreadsheet columns with formatter block.
11:48 - Creating new spreadsheet row with formatted data.
15:51 - Inviting suggestions for future automation topics.
16:09 - Recommending AI integration playlist by Zapier.

Recap by TubeStamp ✏️

[webcafeai]

JavaScript Code:

const response = await fetch(inputData["text"]); const text = await response.text(); const words = text.split(" "); output = { result: words.slice(0, 10000).join(" ") };

[eburgwedel]

Corbin, how would you use the new Actions/Function Calling feature to directly have GPT push the invoice data to Google Sheets? Is there a Zap or a webhook that accepts JSON and directly adds the data?

[hunterraven]

Corbin, thanks for your valuable sharing. However, I am interested in to extract the table contents and further insert into the excel sheet. I am facing the issue that the numbers of the content in the table is different every time. Could you share your experience that how I can solve this issue. Many thanks.

[GrecoFPV]

can we use a localgpt running in a raspberry pie and have it more cost effecient than using openai ?

[garzilla]

Hey Corbin, great channel exactly what I am looking for, I have a question, what would be the best approach to extract the line item details into a table or spreadsheet

[thekowalreptail]

hi Corbin I love your shows. I followed your instructions to build the system however in Zapier eventhogh I have ChatGPTPlus (paid version) from the dropdown I can only choose ChatGPT 3.5 do you know why?

[sebastianmosqueira]

Thanks a bunch for the video reply! Seriously, I appreciate it. So, here's the thing, I've got a couple of questions: 1) If I drop like 5 files at once into Google Drive, does Zapier process all of them? Or is it just like one every 15 minutes? 2) It seems like it doesn't really pick up on the 'new file' trigger when the files are super old. ¿have you experience something like that?.

[funnyperson]

What about pdfs with multiple invoices? Is there either a way to automatically break a file apart with say 10 invoices in 1 pdf into 10 pdfs with 1 invoice per upload or to gather the data and put into 10 different rows in Google sheets?

[jakob]

is it possible to also use gpt 3.5 or any other free AI tool. Because i tried it wirth gpt 3.5 and its giving me out that there are too much tokens. I already shorted my PDF multplie times and its still not working.

[pankajpatil]

Hello my friend as my bussiness is of freight forwarding...could you please make a video for automatically feeding data from my clients invoices that they provide me into my company's house bill of lading format which is in an Excel sheet

[Great_Muzik]

Great video! How can we use GPT4-Vision to analyze the poor-quality image pdf files for greater accuracy?

[yashsrivastava]

How long we will keep using Chat GPT ? Invoices are mostly private data, no corporate will use chatGPT.

[rafatok]

Tried that with docusgin pdf documents but ita does not convert properly to docx, It does not show the text input inserted in the document by docusign

[taesunyoo]

Hi Corbin, thanks for sharing this awesome video super helpful - I subscribed to your channel. I ve got a few questions for you. Here we go. Q1. the ZAP workflows on this video ensures every time when new PDF file(s) are dropped, it will process converting one PDF at a time then add a new record in Google Sheet right? how often does this get completed every min/ few seconds? Q2. I know this video shows processing one PDF file at a time. Do you know is there other way to update this ZAP flows to process multiple PDF files then insert records in Google sheet (i.e., think of it like batch conversion). I was trying to ask this question to chatGPT but no luck configuring this solution yet.

[sluggersimagination]

@Corbin ai > New to your channel what is the Code that you put in the third step?