Extract invoice data from PDFs and log it to Google Sheets with AI

Reads invoices dropped in Google Drive with AI and logs the supplier, total, and tax straight to a spreadsheet.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4)

flowchart TD trig>"new invoice PDF added"]:::trig s0["extract invoice data"]:::task s1["check for duplicate"]:::task trig --> s0 s0 --> s1 gx{"× invoice already logged"}:::gate s1 --> gx p00["skip logging"]:::task gx -->|"duplicate invoice"| p00 p10["log to sheet"]:::task gx -->|"new invoice"| p10 p11["send confirmation email"]:::task p10 --> p11 p00 --> out p11 --> out out[/"invoice logged and confirmed"/]:::out pay{{"no manual invoice entry"}}:::pay 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 stepOne path onlyResultPayoff
Build size
Advanced

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

Business functions
AI Agents & Autonomous SystemsKnowledge Base & RAGEmail AutomationDocument Processing & OCRImage & Media ProcessingSpreadsheet & Database OpsFile & Cloud StorageFinance & Accounting
Connects
Google DriveGoogle SheetsGeminiGmail

The problem it solves

Every invoice that lands in your inbox means someone has to open it, read the numbers, and type them into a spreadsheet by hand. It is slow, easy to mistype, and the kind of task that quietly eats an afternoon every week.

Who it fits

A small business owner, bookkeeper, or operations team that processes invoices regularly and wants to cut manual data entry.

How it works

  1. A new invoice PDF added to a Google Drive folder starts the process
  2. AI reads the document and extracts supplier, buyer, line items, total, tax, and payment terms
  3. The extracted details are added as a new row in a Google Sheet
  4. Already-processed invoices are skipped so nothing is logged twice
  5. You receive an email confirming the invoice was processed
Quick estimate

What it is worth to you

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

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

Assumes the freed time is used for other work and that extraction accuracy matches manual entry.

What you get

An updated Google Sheet with structured, accurate invoice data for every PDF processed.

What you need

A Google Workspace account and access to Gemini AI.

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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