Pull key data out of PDF reports and invoices automatically

Reads incoming PDFs, pulls out names, dates, and financial details, then files or flags them for you.

How the work actually flows

It branches. Exactly one path is taken.

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

flowchart TD trig>"new pdf arrives"]:::trig s0["extract text from pdf"]:::task s1["ai extracts key details"]:::task s2["classify document type"]:::task s3[("log details and notify team")]:::store trig --> s0 s0 --> s1 s1 --> s2 gx{"× what type of document"}:::gate s2 --> gx p00["route as invoice"]:::task gx -->|"invoice"| p00 p10["route as report"]:::task gx -->|"report"| p10 p20["route as contract"]:::task gx -->|"contract"| p20 jn{"○ routing complete"}:::gate p00 --> jn p10 --> jn p20 --> jn jn --> s3 out[/"document details logged and shared"/]:::out pay{{"no manual data entry from pdfs"}}:::pay s3 --> out out --> pay 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 stepA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

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

Business functions
AI Agents & Autonomous SystemsEmail AutomationMessaging & NotificationsDocument Processing & OCRSpreadsheet & Database OpsReporting & AnalyticsWeb Scraping & Data CollectionFile & Cloud StorageFinance & Accounting
Connects
GmailGoogle DriveOpenAIGoogle SheetsSlack
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The problem it solves

Client PDFs, invoices, and reports pile up in your inbox and someone has to open each one and retype the key details into a spreadsheet or accounting tool. It's slow, easy to get wrong, and takes time away from higher-value work.

Who it fits

Consultants, agencies, and finance teams who regularly receive PDF invoices or reports from clients.

How it works

  1. A new PDF arrives by email or is added to a shared drive
  2. The text is pulled out of the PDF automatically
  3. AI reads the text and pulls out the client name, dates, and financial details
  4. The document is sorted as an invoice, report, or contract and routed accordingly
  5. The details are logged in a spreadsheet and a summary is sent to your team
What you get

Invoice and report details ready for a quick check

You get key details pulled from every incoming PDF, sorted by type, and logged in a spreadsheet with a summary sent to your team.

What you get

A logged record of every document's key details, plus a Slack or email summary for your team.

What you need

A Gmail or Google Drive account, an OpenAI API key, and Google Sheets.

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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