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Attachments Gmail to Drive and Google Sheets

This workflow automatically monitors unread Gmail messages, downloads PDF attachments containing invoices, and uploads them to a designated Google Drive folder. It utilizes AI technology to intelligently parse invoice information and automatically adds structured data to Google Sheets, streamlining the invoice management process and reducing manual operations and errors. It is suitable for finance personnel and business managers, enhancing work efficiency and achieving centralized management and automated processing of invoice data.

Workflow Diagram
Attachments Gmail to Drive and Google Sheets Workflow diagram

Workflow Name

Attachments Gmail to Drive and Google Sheets

Key Features and Highlights

This workflow automatically monitors unread emails with attachments in Gmail, downloads invoice PDF attachments, and uploads them to a designated folder in Google Drive. Subsequently, it leverages the OpenAI large language model (GPT-4o) to intelligently parse invoice information from the PDFs—such as invoice date, description, total amount, etc.—and automatically appends the structured data to a Google Sheets spreadsheet. This enables automated archiving and management of invoice data. The entire process is highly automated and efficient, reducing manual operations and errors.

Core Problems Addressed

  • Automates processing of large volumes of invoice emails with attachments, eliminating the tedious manual downloading and categorization of files.
  • Utilizes AI technology for intelligent extraction of invoice data, reducing data entry workload and error rates.
  • Centralizes management of invoice files and data, facilitating subsequent reconciliation and queries.

Application Scenarios

  • Automated invoice data organization and entry for finance departments.
  • Enterprise daily invoice management automation to improve work efficiency.
  • Business processes requiring conversion of email attachment content into structured data for archiving.

Main Process Steps

  1. Monitor newly received unread emails in Gmail, filtering to process only invoice emails with attachments.
  2. Download PDF attachments and upload them to a specified folder in Google Drive.
  3. Rename uploaded files for easier archiving and identification.
  4. Download files from Google Drive and extract PDF content.
  5. Analyze PDF text using the OpenAI GPT-4o model to extract key invoice fields (invoice date, description, total amount, file link, etc.).
  6. Use a structured output parser to ensure the AI output format is standardized and ready for spreadsheet entry.
  7. Automatically append the parsed invoice data to a Google Sheets spreadsheet, completing data archiving.
  8. Mark the processed emails as read.

Involved Systems or Services

  • Gmail (email attachment trigger and email status management)
  • Google Drive (attachment storage and management)
  • Google Sheets (invoice data spreadsheet storage)
  • OpenAI (GPT-4o large language model for intelligent invoice content parsing)

Target Users and Value

  • Finance personnel, accountants, auditors: automate invoice processing to save time and labor costs.
  • Enterprise operations managers: improve invoice data management efficiency and enhance data accuracy.
  • Any users or teams needing intelligent extraction and archiving of email attachment content.

By leveraging modern cloud services and AI technology, this workflow achieves automatic downloading, intelligent parsing, and data archiving of invoice email attachments, significantly enhancing automation levels and data processing efficiency. It is an optimal solution for office automation and intelligent financial management.