Finance

3 integrations

EmailInvoice AI Automator

Automatically extracts invoice data from email attachments and logs them into Google Sheets using GPT-4o — faster, accurate, hands-free

Trusted by

Built on reliable Gmail API, Google Sheets, and OpenAI GPT-4o — using well-known, secure platforms

Success Story

Agilent Technologies deployed OCR + RPA to process invoices 50 % faster and reduce manual touchpoints in AP workflow

Integrates with

gmail-api-incoming-emails-and-attachmentspdf-extraction-built-in-libraryopenai-api-gpt-4o-parsinggoogle-sheets-api-document-creation-data-append

⏱️

Processing time

~6 min/invoice→~3 min/invoice

👥

Manual entry errors

8 %→< 1 %

⏱️

Record availability

daily batch→real-time

Problem

Accountants spend hours opening email invoices and manually typing data into spreadsheets. This is error-prone, slow, and unscalable

Solution

EmailInvoice AI Automator automates this entire flow: it monitors Gmail, filters emails with attachments, extracts invoice text, applies GPT-4o to parse data automatically, and logs results into Google Sheets — no human typing required

Result

- 50–80 % reduction in manual processing time - Significant drop in entry errors - Real-time invoice logging and better financial visibility

Use Cases

invoice-automationai-parsinggmail-integrationgoogle-sheetsbookkeepingfinance-aigmail-apipdf-extractionopenai-gpt-4ogoogle-sheets-apiautomationocrdocument-intelligence

EmailInvoice AI Automator is designed for finance teams and small businesses to automate invoice data workflow. It watches a Gmail label for new emails with PDF attachments, filters valid invoices, extracts text from invoices, uses OpenAI GPT-4o to parse structured fields (invoice number, date, vendor, line items, tax, totals), then creates or selects Google Sheets to append the extracted data. The workflow also organizes sheets into Drive folders for record keeping. This solution eliminates repetitive manual entry, reduces errors, saves time, and provides real-time bookkeeping. It’s ideal for organizations processing many invoices via email and looking to scale without hiring more staff

Integrations

gmail-api-incoming-emails-and-attachmentspdf-extraction-built-in-libraryopenai-api-gpt-4o-parsinggoogle-sheets-api-document-creation-data-appendgoogle-drive-api-file-organization-and-movement

Connect to your existing tools seamlessly

Technology Stack

Automation

openai-gpt-4o-for-text-interpretation-and-field-extraction

Automation

n8n-workflows-or-equivalent-orchestration-tool

Infrastructure

cloud-or-containerized-deployment-using-gmail-oauth2-and-google-apis

Implementation Timeline

≈ 2–7 days

Configure Gmail Trigger & Invoice Label

1–1.5 h

Set up a Gmail trigger and create a dedicated label for invoice emails to ensure accurate filtering and consistent automation

Add Email Attachment Filtering

1 h

Configure logic to process only emails containing PDF attachments and ignore unrelated messages

Implement PDF Text Extraction

1 h

Integrate a text extraction module to read invoice PDFs and prepare clean text for further parsing by the AI model

Build GPT-4o Prompt for JSON Parsing

1 h

Create and refine the GPT-4o prompt to extract structured invoice data — such as number, date, vendor, line items, tax, totals — in JSON format

Map Parsed Data to Google Sheets & Organize in Drive

1 h

Create or select a Google Sheet, map parsed JSON fields to columns, and set up Drive folder structure for record management

Test & Activate Automation

0.5–1 h

Run tests on sample invoices, validate data accuracy and file organization, then activate full workflow automation

Support Included

Includes sample n8n workflow export, GPT-4o prompt schema template, Google API setup instructions, and example email/invoice samples for testing