14h • General Discussion 💬
Simple Invoice Workflow Automation
The Invoice workflow automates how we handle customer invoices. Whenever a new invoice email arrives, the system checks the attachment type, reads its content using OCR or PDF text extraction, then parses important details like invoice number, due date, and amount. These details are saved automatically into our Google Sheet and the file is stored in Google Drive. Finally, an email reminder is sent to the customer confirming their invoice and due date — all without any manual effort.
🧾 Invoice Workflow Summary
Goal: Automatically read invoices from Gmail, extract key details, save them to Google Sheets and Drive, and notify the customer.
Step 1 – Email Trigger
- The workflow starts when a new email with an invoice attachment arrives in Gmail.
- Supports both PDF and Image (JPG) files.
Step 2 – Text Extraction
- If it’s a PDF, text is read directly.
- If it’s an image, it uses OCR to extract the text.
- Cleans and standardizes the text for easier reading.
Step 3 – Data Processing
- Extracts key invoice details: Invoice ID (auto-fixes OCR mistakes like OOI → 001) Customer Name & Email Amount Due Due Date Notes or Payment Instructions
Step 4 – Storage
- Adds the extracted data to Google Sheets for tracking.
- Saves the invoice file to Google Drive (named by date).
Step 5 – Notifications
- Sends an email reminder to the customer with their invoice details and due date.
- Can also notify your team automatically.
✅ Benefits
- No manual reading or copying of invoices
- Handles both PDFs and images
- Keeps records in one place (Sheets + Drive)
- Sends automatic reminders instantly
💡 A Quite Simple but Super Effective Invoice Workflow! 💼✨
No more manual checking, copying, or reminding — this smart automation handles it all for you!
📥 1. Email Trigger:
Invoices sent to Gmail are automatically detected — whether PDF or image.
🧠 2. Smart Reading:
Text is extracted using OCR and cleaned to capture all important details — even fixing OCR typos like INV-OOI → INV-001.
📊 3. Organized Tracking:
All invoice data (ID, amount, due date, customer info) is logged straight into Google Sheets.
☁️ 4. Secure Storage:
Files are saved automatically in Google Drive, clearly named and dated.
📧 5. Instant Notifications:
Customers receive friendly payment reminders — and your team stays informed in real time!
⚙️ Simple. Accurate. Automated.
This workflow turns messy manual invoice handling into a smooth, hands-free process — so you can focus on what really matters: your business. 💼🚀
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Simple Invoice Workflow Automation
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