Click "Try this template".

Click "OK" and assign a name to the Flowbot for recognition.

The template will be copied to your "My Project".

Step 3: Set Up Form Trigger Action

Let’s set up the trigger action. Click on the Form trigger item.

Create your form.
You can customize the form's title and description to match your needs.

Set Action for the Question
In this case, we’ll select the "Attachment" action to receive Health report files. You can configure other actions as needed.

Make Questions Mandatory
You can decide if you want to make your questions *required to be answered before submission.

Once all settings are configured, click Next to proceed.

⚠️ Note: Please note that some features are available only with paid plans. For more details, please refer to the link provided.

‍Set Test Value
You can set the test value for "Payee" and “Expense Type” that will be used in the following steps to test the form.

Upload Test "Receipt File"
Upload the test "Receipt File" that will be used to test the form’s file upload functionality.

Once all items are checked and configured, click Save to finalize the setup.

Step 4: Set Up OCR Action

Next, we will set up to extract texts from images/PDFs. Click on the OCR action item. 

Select the action based on the file type relevant to your need.

‍

Select the file type for testing.
Choose between "Use Retrieved Values" or "Upload File."
Since we want to use the file retrieved from the form," we will choose the "Use Retrieved Values" option.

📚 Reference: For more details on retrieved values and how to set them up, see the guide here.

Next, specify which data you want to extract from the receipt file. You can add or remove items as needed. 

Then, select the AI to use. For this setup, we’ve chosen ChatGPT to process and extract the required data.

‍

Click "Test" to verify that the data is extracted correctly.

When "Test Successful" is displayed, check whether the data in the file has been retrieved correctly. Then click “Save”.

Step 5: Set Up Google Sheets Action

Click on the Google Sheets action item.

On the next screen, give an action a title (optional). Confirm the settings, and click “Next”.

Choose File Location:
Select the Spreadsheet ID from the displayed options.
Select Tab:
Choose the Tab Name where the data will be stored.
Define Table Range (Optional):
You can optionally specify the Table Range where data will be saved.

Once all settings are configured, click Next.

Map the Data:
Click on each item field and assign the corresponding data from the retrieved value to each field.

Test the Setup:After setting the data, click Test to check if everything is configured correctly.

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Once you confirm the test is successful, click "Save".

Step 6: Activate the Flowbot

Toggle the "Trigger On" button to activate your flow!

Copy the Form Link:
Click "Copy Form Link" to get the link for the form.

That’s it! 🎉 The Flowbot is now complete!

💡 Other Automation Examples Using Google Sheets and AI Features

By using Google Sheets and AI, you can unlock a wide range of automation possibilities that simplify your workflows. <span class="mark-yellow">Here are some examples you can explore for your next automation</span>! 

Automation Examples Using Google Sheets

Receive Email Notifications for Row Updates in Google Sheets

Link Yoom’s email function to automatically receive email notifications when a row is added or updated in Google Sheets. This ensures you never miss important updates and helps reduce transcription errors and missed notifications.

Utilize AI Features to Extract Data and Read Information

This Flowbot uses AI features to automatically extract and process data, simplifying the handling of large datasets and reducing the need for manual data entry.

 Notify When Data is Updated in Google Sheets

Receive automatic notifications whenever data in Google Sheets is updated, ensuring you stay on top of any changes and can proceed with tasks quickly, with transparent access to real-time information.

Delete Registration Information When a Row is Updated in Google Sheets

Automatically delete outdated or incorrect registration data when a row is updated in Google Sheets, helping maintain accurate records without manual intervention.

Update Contact Information Automatically

When contact details are updated in Google Sheets, the corresponding information is automatically updated in your system, helping you avoid mistakes and keep your data up to date.

Create Contracts Automatically When a Row is Added

By adding a row in Google Sheets, an order form or contract is automatically generated, saving you time on repetitive tasks and speeding up your workflow.

Delete Listings When a Row is Updated

Updates to a Google Sheet can automatically trigger the deletion of outdated listings, allowing for quick, error-free updates across your database.

👏 ‍Benefits and Examples of Integrating AI OCR with Google Sheets

Benefit 1. Streamlining Expense Processing

AI OCR can read receipt and invoice details from images and automatically convert them into text data. For example, when a receipt image is uploaded to Yoom’s form, AI reads the text and inputs the relevant information directly into Google Sheets. This process reduces errors associated with manual entry and accelerates expense processing, saving you valuable time.

Benefit 2. Centralized Management of Image Data

OCR technology can read text from images and automatically upload it to cloud storage, allowing you to organize and manage data more efficiently. For example, you can capture a product label’s image and upload it to a form. AI will automatically extract the relevant details, saving them to Google Sheets, allowing for better management of product data. This creates a centralized database, simplifying searches and providing easier access to important information.

Benefit 3. Speeding Up Customer Response

AI OCR can also read handwritten customer orders and convert them into text, which is then entered into Google Sheets. For example, AI can automatically read a handwritten order form, extract the relevant details, and notify you via Slack or Gmail. This enables a faster response to customer inquiries, potentially boosting satisfaction and improving service delivery.

📖 Summary

In this article, we explored how AI-powered OCR can streamline the process of reading and organizing receipt data. By leveraging this feature, you no longer need to do the tedious task of manual data entry. With the Flowbot introduced here, you can effortlessly upload receipt images, and AI will automatically extract the relevant information and input it into Google Sheets, saving you valuable time on expense processing.

Best of all, no technical expertise is needed, and anyone can easily set it up! Ready to simplify your workflows? Sign up for Yoom and try it today!

👉 Create your free Yoom account now