・
Are you spending too much time manually processing receipts and invoices?
Converting image information into text can be tedious, especially when handling large volumes of receipts and invoices. In this article, we’ll introduce a simple method for automatically transferring receipt images into Google Sheets using AI-OCR. With just a few easy steps, you can streamline your workflow and reduce the manual effort involved in processing invoices and receipts.
Yoom is a next-generation no-code automation that lets you connect and automate tasks between your favorite apps. Connecting different apps can be challenging for non-engineers, but Yoom makes automation accessible to everyone.
You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.
👉 Sign Up for Yoom Here – Quick and Easy in Just 30 Seconds!
In this guide, you'll learn the step-by-step process of how to use Yoom to automatically read receipt using OCR and add it to Google Sheets.
Yoom offers ready-made templates for easy setup. Click the "Try it" button to get started now!
We'll also walk you through the step-by-step process of creating this automation flow in the following section of this article.
Let's walk through how to set up a flow that automatically reads a receipt or invoice using OCR and adds it to Google Sheets.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
If you don’t have a Yoom account yet, register now from this registration form!
⚠️ Note: OCR (reading text) used in this Flowbot is only available in Yoom's certain plans. If you're using the Free plan, the Flowbot may face errors due to limited access. But don't worry - all plans have a 2-week free trial! You can try all features without restrictions. For more details on Yoom and its plans, visit our Yoom Help Center.
After logging into Yoom, go to "My Apps" from the left side menu and click "+ Add".
Search for "Google Sheets" from the app list and select it.
Click "Sign in with Google."
Select the Google account to link with Yoom.
Click “Continue”.
Now your Google Sheets is connected :)
To test the flow settings, you'll need to prepare a sheet in advance where the receipt data and related information will be reflected.
While the content entered can be temporary, it’s important to create the necessary columns and fields in the sheet to ensure that the receipt data can be properly reflected and processed.
Click the "Try It" button to copy the pre-built template into your project.
Click "Try this template".
Click "OK" and assign a name to the Flowbot for recognition.
The template will be copied to your "My Project".
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.
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”.
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.
Once you confirm the test is successful, click "Save".
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!
By using Google Sheets and AI, you can unlock a wide range of automation possibilities that simplify your workflows. Here are some examples you can explore for your next automation!
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.
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.
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.
Automatically delete outdated or incorrect registration data when a row is updated in Google Sheets, helping maintain accurate records without manual intervention.
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.
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.
Updates to a Google Sheet can automatically trigger the deletion of outdated listings, allowing for quick, error-free updates across your database.
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.
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.
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.
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!
.avif)
.avif)
.avif)