Extract data from scanned government letters automatically

Reads scanned government letters with AI OCR, pulls out key details, and saves them to Google Sheets.

How the work actually flows

It branches. Exactly one path is taken.

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

flowchart TD trig>"letter file received"]:::trig s0["check file type"]:::task s1["run OCR on scan"]:::svc s2["extract key details"]:::svc s3[("save and file letter")]:::store trig --> s0 s1 --> s2 s2 --> s3 gx{"× is it PDF or image"}:::gate s0 --> gx p00["run ocr on pdf"]:::task gx -->|"pdf file"| p00 p10["run ocr on image"]:::task gx -->|"image file"| p10 jn{"○ merge into ocr step"}:::gate p00 --> jn p10 --> jn jn --> s1 out[/"structured row saved to sheet"/]:::out pay{{"no manual data 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 onlyPaths rejoinResultPayoff

Build size

Advanced

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

Business functions

Document Processing & OCRSpreadsheet & Database OpsWeb Scraping & Data CollectionFile & Cloud Storage

Connects

Google DriveGoogle SheetsMistral AIOpenAILINE

The problem it solves

Government letters arrive as scans or photos, and someone on your team has to read each one and manually type the sender, subject, and date into a tracking sheet. It's slow, repetitive, and easy to mistype details on official correspondence.

Who it fits

Government offices and administrative teams that process official letters received digitally or by upload.

How it works

Receives a letter as a file upload or a message
Checks whether it's a PDF or an image
Runs AI OCR to read the scanned text
AI extracts the subject, recipient, sender, and date
Saves the extracted details to Google Sheets and files the document

Quick estimate

What it is worth to you

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

Letters logged per week

per week

Minutes to read and log each letter by hand

minutes

Loaded hourly cost

$ per hour

0Hours freed per month

0Value per year at your hourly cost

Assumes the freed hours are redirected to other work and that OCR extraction is accurate enough to skip manual verification.

What you get

A structured row in Google Sheets with the letter's subject, sender, recipient, and date, plus the filed document.

What you need

A Google Drive account, a Google Sheets account, and OCR and AI API keys.

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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