Turn incoming PDFs into structured data emailed to you

New PDFs are read by AI, key details are pulled out, and you get an email with the data and the original file.

How the work actually flows

It branches. Exactly one path is taken; a person is alerted when a step fails.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"new PDF added to folder"]:::trig s0["extract text from PDF"]:::task s1["AI extracts key fields"]:::task s2["email you the data"]:::svc trig --> s0 s0 --> s1 gx{"× is AI confident enough"}:::gate s1 --> gx p00["flag for second look"]:::task gx -->|"low confidence"| p00 p10["proceed automatically"]:::task gx -->|"high confidence"| p10 jn{"○ send the email"}:::gate p00 --> jn p10 --> jn jn --> s2 out[/"structured data emailed with confidence"/]:::out pay{{"faster accurate document processing"}}:::pay s2 --> out out --> pay esc(("Alerts a person")):::human s1 -. "if it fails" .-> esc esc -.-> out classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceA personOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Knowledge Base & RAGEmail AutomationDocument Processing & OCRReporting & AnalyticsFile & Cloud Storage
Connects
Google DriveGmailGoogle Gemini

The problem it solves

Reading through incoming PDFs like invoices or forms and typing the important details into another system is slow and easy to get wrong. Scanned documents make this even more tedious.

Who it fits

An office manager or finance staffer who processes incoming PDF documents.

How it works

  1. A new PDF lands in a watched Google Drive folder
  2. The text is pulled out, even from scanned pages
  3. AI reads the text and extracts the key fields you need, plus a confidence score
  4. Documents the AI is unsure about are flagged for a second look
  5. You receive an email with the extracted data and the original PDF attached
What you get

Fields you confirm before they're final

New PDFs get their key details pulled out and emailed to you alongside the original file, ready for a quick check.

What you get

An email containing the structured data pulled from each PDF, with the original file attached.

What you need

A Google Workspace account and a Google Gemini account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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