Automated Invoice Processing Workflow

Target Audience

• Small Business Owners: Automate invoice processing to save time and reduce manual errors.
• Accountants: Streamline the reconciliation process by quickly extracting data from invoices.
• Finance Teams: Enhance efficiency in managing and tracking invoices with automated workflows.
• Developers: Integrate this workflow into larger systems for seamless invoice management.
• Freelancers: Simplify invoicing and ensure timely payments by automating invoice tracking.

Problem Solved

This workflow addresses the challenges of manual invoice processing by automating the extraction of key data from PDF invoices. It eliminates the risk of human error, speeds up the reconciliation process, and ensures that all necessary information is captured accurately. By leveraging AI and integration with Gmail and Google Sheets, users can efficiently manage invoices without the hassle of manual entry.

Workflow Steps

1. Trigger: The workflow starts when an invoice email with a PDF attachment is received from a specified sender (e.g., invoices@paypal.com).
2. Filter Emails: It checks if the email contains a PDF attachment and is not already labeled as "invoice synced" to avoid duplication.
3. Upload PDF: The PDF invoice is uploaded to LlamaParse for processing.
4. Check Processing Status: The workflow waits for the processing to complete and checks the job status.
5. Extract Data: Once the job is complete, it retrieves the parsed invoice data in Markdown format.
6. Data Extraction: The extracted data is processed using an OpenAI model to ensure structured output.
7. Map Output: The structured data is mapped to the required fields for the reconciliation sheet.
8. Append to Sheet: The data is appended to a designated Google Sheet for tracking and reconciliation purposes.
9. Label Email: The original invoice email is labeled as "invoice synced" to indicate successful processing.