This Make.com automation leverages AI and PDF parsing to transform unstructured PDF data into organized, actionable information, saving businesses hours of manual data entry while enhancing accuracy and efficiency. It is particularly useful for invoices.

While traditional PDF parsing methods often struggle with varied invoice formats, this AI-driven approach provides a flexible solution that adapts to your desired document structure, making it ideal for businesses dealing with multiple vendors or invoice types.

The automation begins by pulling invoice URLs from a Google Sheet, allowing for batch processing of multiple documents. Google Sheets is just one option, as Airtable or any other CRM can also be used.

Using the pdf.co API, the automation extracts raw text from the PDF invoices. This step can be customized to handle different PDF types, including image-based documents.

The extracted text is then processed by GPT-4 via the OpenAI API. The AI model is instructed to identify and extract specific data points such as total amount, line items, and sender address.

The automation includes steps to clean and format the extracted data, ensuring consistency and usability (e.g., stripping currency symbols from numerical values).

Finally, the structured and cleaned data is sent back to the original Google Sheet, populating predefined columns with the extracted information. It is now ready to be used in other workflows.

This automation is designed to handle multiple invoice formats with minimal setup, saving businesses significant time in data entry and reducing errors associated with manual processing.

The workflow is highly adaptable and can be easily expanded. It could be modified to:

Extract additional data points

Integrate with accounting software

Feed into other business intelligence tools

Further refinements could include:

More advanced error handling

Support for multi-page documents

Integration with email systems to process invoices directly from inbox attachments

This automation solution is simple, but shows how powerful Make automation can be when combined with AI like ChatGPT. It provides a highly scalable approach to document processing that grows with your business.