AI-Powered PDF Invoice Parser with Google Drive, Google Sheets & OpenAI

Who is this for?

This workflow is perfect for:

• Companies that manage invoices through Google Drive
• Business owners who want to minimize manual data entry and maximize accuracy
• Accounting teams and finance departments seeking to automate invoice processing

What problem is this workflow solving?

Processing invoices manually is time-consuming, error-prone, and inconsistent. This workflow solves those issues by:

• Automating invoice processing from detection to data extraction to storage
• Improving accuracy by using AI to extract key invoice data fields reliably
• Reducing human workload while maintaining compliance and consistency

What this workflow does

This workflow creates a fully automated invoice processing system by:

1. Monitoring a Google Drive folder for new PDF invoices in real time
2. Downloading the PDF files and extracting their content using OCR technology
3. Using AI (OpenAI) to parse and extract key invoice fields such as invoice number, date, total amount, vendor name, itemized details, tax, and category
4. Validating the extracted data to ensure compliance with a structured JSON schema
5. Storing structured data in Google Sheets for easy access, review, and reporting

Key Features:

• AI-powered extraction handles both text-based and scanned PDF invoices
• Provides a structured, searchable invoice database in Google Sheets
• Configured to run as frequently as the user needs, ensuring timely processing.

Setup

1. Copy the Google Sheet template here:
   👉 PDF Invoice Parser – Google Sheet Template

2. Connect your Google Drive account to the Drive Trigger and File Download nodes

3. Add your OpenAI API key in the AI Parser node

4. Link the Google Sheet in the final storage node

5. Drop a test invoice PDF into the monitored Drive folder

Required Credentials:

• OpenAI API Key
• Google Drive Credentials
• Google Sheets Credentials

How to customize this workflow to your needs

• Modify the polling interval (default: every minute) for higher/lower frequency.
• Integrate with your accounting software by adding nodes (e.g., QuickBooks, Xero).
• Use alternative LLM such as Gemini, Claude.