Pull invoice details from Gmail attachments into Google Sheets

Watches Gmail for invoice PDFs, extracts the billing details with AI, and logs them in Google Sheets.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Transient Trigger (23)

flowchart TD trig>"invoice email arrives in Gmail"]:::trig s0["check for duplicate invoice"]:::task s1["parse PDF into text"]:::task s2["extract invoice details with AI"]:::svc s3[("add row to Google Sheets")]:::store trig --> s0 s1 --> s2 s2 --> s3 gx{"× already processed"}:::gate s0 --> gx p00["skip and end"]:::task gx -->|"duplicate found"| p00 p10["continue processing"]:::task gx -->|"new invoice"| p10 p00 --> s1 p10 --> s1 out[/"invoice row added to sheet"/]:::out pay{{"invoices tracked without manual entry"}}:::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 stepAn outside serviceA record or sheetOne path onlyResultPayoff
Build size
Advanced

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

Business functions
Email AutomationDocument Processing & OCRImage & Media ProcessingSpreadsheet & Database OpsFinance & Accounting
Connects
GmailGoogle SheetsLlamaParseGoogle Gemini

The problem it solves

Invoices land in your inbox all month long, and copying the numbers into a spreadsheet by hand is slow, repetitive work. It is easy to lose track of which invoices you have already entered.

Who it fits

A finance team or small business owner who processes vendor invoices received by email.

How it works

  1. A new email with a PDF invoice arrives in Gmail
  2. The system checks it has not already been processed
  3. The PDF is parsed into structured text
  4. AI extracts the vendor, invoice number, line items, and totals
  5. The details are added as a row in Google Sheets and the email is labeled as done
Quick estimate

What it is worth to you

Your numbers, your hourly cost. We add nothing hidden.

per week
minutes
$ per hour
0Hours freed per month
0Value per year at your hourly cost

Assumes every invoice currently takes the same time to log by hand and that freed hours go to other work.

What you get

A row in Google Sheets with the full invoice details for every processed invoice.

What you need

A Gmail account, a Google Sheets account, and API keys for LlamaParse and Google Gemini.

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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