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Have you ever felt overwhelmed from mamually entering data from PDF invoice or receipts into Excel?
Opening each PDF file, searching for the right data, and populating it into Excel... This can be take a lot of time and effort.
✨ Imagine if:
If you...
then this article is for you :) With Yoom, you can effortlessly automate this process without writing a single line of code.
Yoom is a next-generation no code automation tool that lets you connect and automate tasks between your favorite apps. Yoom makes automation accessible to everyone.
No need to go through complex set up and IT jargons, Yoom keeps things simple and visual.
You can build your automation workflows with just a few clicks, saving hours of time and stress from repetitive work.
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In this guide, you’ll learn the step by step process of how to use Yoom to extract invoice’s table data with OCR and add it to Microsoft Excel.
Yoom offers a ready-made template 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 later in this article.
■Overview
By using the workflow "When an invoice PDF is uploaded to OneDrive, perform OCR and add the detailed (table) information to Microsoft Excel," you can automatically retrieve table data from files on OneDrive.
This reduces the manual input into Microsoft Excel, thereby improving work efficiency.
■Recommended for
■Benefits of using this template
By utilizing the OCR function to add table data from files within OneDrive to Microsoft Excel, data import tasks proceed quickly.
This reduces the burden of inputting data from paper or PDFs, supporting the swift progress of tasks.
As manual transcription decreases, the risk of input errors is also minimized, improving data accuracy.
Additionally, data management and analysis in Microsoft Excel become easier, further streamlining subsequent tasks.
PDF files arrives in various forms such as email attachments, files stored on online services, and submitted through forms. Below are practical ready-to-use templates that use OCR & Excel with other apps to streamline your workflow.
Just click the “Try It” button to get started quickly!
Extract data from invoice PDFs attached to emails using OCR and add it to Excel.
Recommended for those who want to eliminate manual data entries and checks to avoid input mistakes.
■Overview
By using the workflow "Receive an invoice PDF in Gmail, perform OCR, and add the detailed (table) information to Microsoft Excel," you can automatically aggregate the file contents after receiving an email.
This eliminates the need for manual transcription of table data, making input into Microsoft Excel smoother.
■Recommended for
■Benefits of using this template
By utilizing this flow, which extracts table data via OCR from files received in Gmail and automatically adds it to Microsoft Excel, you can expedite daily data entry tasks.
This reduces the burden of manually downloading files, visually checking their contents, and entering them into Microsoft Excel.
This also allows you to allocate more time to other tasks, which is a significant advantage.
Furthermore, it can reduce human errors such as omissions and input mistakes that often occur during manual entry.
■Overview
The workflow "When receiving an invoice PDF in Outlook, OCR it and add the itemized (table) information to Microsoft Excel" allows you to extract table data from email attachments.
Since it is automatically added to Microsoft Excel, it reduces the effort of data entry.
■Recommended for
■Benefits of using this template
By utilizing this automated flow, which extracts table data using OCR from attachments received in Outlook and directly adds it to Microsoft Excel, you can streamline complex manual tasks.
Previously, it was necessary to download files from emails and manually enter data, but with this flow, you can quickly perform everything from data extraction to reflection in Microsoft Excel.
This allows you to allocate the time spent on tedious tasks to other work, naturally improving overall work efficiency.
Additionally, since manual data entry is no longer necessary, it significantly reduces human error and enables more accurate data management.
Extract table data from invoice PDFs submitted through Forms applications and add it to Excel.
Recommended for those looking to automate data collecting tasks.
■Overview
By using the "Extract table data from form attachments via OCR and add to Microsoft Excel" workflow, you can automatically retrieve table data from materials attached to forms.
This reduces the effort of transferring data to Microsoft Excel and helps prevent input errors.
■Recommended for
■Benefits of using this template
By utilizing this automated flow, you can extract table data from files attached to forms and smoothly add it to Microsoft Excel.
Traditionally, transferring data from paper or PDF application forms to Microsoft Excel required manual input, but with this system, data extraction and transcription become a swift process.
As a result, it can reduce the effort and time spent on input tasks by personnel, potentially improving daily work efficiency.
Additionally, automation using OCR helps reduce human errors such as transcription mistakes or oversights, enabling highly accurate data management.
■Overview
The workflow "Receive invoice PDFs via Google Forms, perform OCR, and add the detailed (table) information to Microsoft Excel" automates the tedious tasks of data extraction and entry.
You can capture table information from images and seamlessly reflect it in Microsoft Excel.
■Recommended for
■Benefits of using this template
By utilizing this automation flow that extracts table data via OCR from Google Form attachments and adds it to Microsoft Excel, you can significantly streamline the task of entering table data.
Traditionally, manual data entry required checking each item visually and transcribing it, but with this flow, you can quickly capture data.
As a result, you can reduce the time spent on tasks and allocate more time to other activities.
Additionally, as the opportunity for manual input decreases, it becomes easier to prevent errors during data entry.
With data directly reflected in Microsoft Excel, subsequent aggregation and analysis tasks can also proceed smoothly.
Extract data from invoice PDFs uploaded to cloud storage services like OneDrive or Dropbox, using OCR and add it to Excel.
Perfect for automating file management and data entry.
■Overview
By using the workflow "When an invoice PDF is uploaded to Dropbox, perform OCR and add the detailed (table) information to Microsoft Excel," you can automatically add table data extracted from files on Dropbox to Microsoft Excel.
This eliminates the need for manual data entry, thereby streamlining daily operations.
■Recommended for
■Benefits of using this template
This automated flow, which extracts table data via OCR from files stored in Dropbox and adds it to Microsoft Excel, offers various benefits.
Traditionally, when transcribing table data from paper documents or image files to Microsoft Excel, manual input or copy-pasting was necessary.
Such tasks are labor-intensive and prone to errors.
However, by using this flow, you can quickly extract table data from files saved in Dropbox and seamlessly reflect it in Microsoft Excel.
This leads to increased efficiency in daily data aggregation and management tasks, significantly reducing the effort required for input and verification tasks.
■Overview
By using the workflow "When an invoice PDF is uploaded to OneDrive, perform OCR and add the detailed (table) information to Microsoft Excel," you can automatically retrieve table data from files on OneDrive.
This reduces the manual input into Microsoft Excel, thereby improving work efficiency.
■Recommended for
■Benefits of using this template
By utilizing the OCR function to add table data from files within OneDrive to Microsoft Excel, data import tasks proceed quickly.
This reduces the burden of inputting data from paper or PDFs, supporting the swift progress of tasks.
As manual transcription decreases, the risk of input errors is also minimized, improving data accuracy.
Additionally, data management and analysis in Microsoft Excel become easier, further streamlining subsequent tasks.
Let's walk through how to create a Flowbot that extracts table data from an invoice PDF uploaded to OneDrive using OCR, and automatically records it to a specific Excel file.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
If you do not yet have a Yoom account, register now from this registration form.
⚠️ Note:
Some functions (OCR and Branching) used in this Flowbot are only available on Yoom’s paid 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.
■Overview
By using the workflow "When an invoice PDF is uploaded to OneDrive, perform OCR and add the detailed (table) information to Microsoft Excel," you can automatically retrieve table data from files on OneDrive.
This reduces the manual input into Microsoft Excel, thereby improving work efficiency.
■Recommended for
■Benefits of using this template
By utilizing the OCR function to add table data from files within OneDrive to Microsoft Excel, data import tasks proceed quickly.
This reduces the burden of inputting data from paper or PDFs, supporting the swift progress of tasks.
As manual transcription decreases, the risk of input errors is also minimized, improving data accuracy.
Additionally, data management and analysis in Microsoft Excel become easier, further streamlining subsequent tasks.
⚠️ Note:
"Microsoft 365 (formerly Office 365)" includes both personal and business plans. If you’re using a personal plan, Yoom’s authentication may not work properly. We recommend using a Microsoft 365 Business account for stable connection.
In Yoom, go to the My Apps tab, and click the “+ Add” button.
Search for OneDrive from the app list and select it.
Select the account you want to connect to.
Enter your password and click “Sign In”.
Click on My Apps and select “+ Add”.
Search for Microsoft Excel from the app list and select it.
Follow the same steps as OneDrive.
Click on the account name you want to link.
Enter your password and click "Sign In".
Once both apps are connected, you’ll see them listed under “My Apps”.
Click the “Try it” button to copy the pre-built template into your project.
Click "Try this template".
Click "OK" and give this Flowbot a name to recognize.
This template will be copied to your “My Project”.
Click on the trigger step labeled, "When a file is created or uploaded in a specific folder".
For this example, we’ll set up a flow using the PDF invoice data shown below.
Give your trigger a title (anything you like).
Select your account, and check the default settings. If there are no issues, click “Next”.
Set your trigger interval (how often you want Yoom to check for new updates).
It can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
⚠️ Note:
The trigger interval varies on your Yoom plan. Be sure to check your current plan’s limit.
We recommend setting the trigger to the shortest activation interval available for your plan.
Select the Drive ID you want to link, from the displayed options.
Similarly, select the Folder ID from the options.
Then add your invoice PDF test file in the OneDrive folder you selected earlier. Click “Test”.
If successful, the data from OneDrive should appear as retrieved values.
You’ll use these data in the following steps, so check the details are correct.
📚 Reference:
For more details on retrieved values and how to set it up, see the guide here.
Click the "Command Operation".
You can change the action title (optional).
For the branch target value, select “When a file is created or updated in a specific folder” action and choose “Creation Date” as the obtained value.
Set the branching condition to compare “creation date” and “ last update date”.
Select “Creation Date” “Equals” “Last Update Date”.
This will make the flow only proceed when a file is newly created (when the creation and last update dates are the same).
Click the "Download file" action.
Select your account, and check the default settings. If there are no issues, click “Next”.
Select the Drive ID from the displayed options.
For the file item ID, click "Item ID" from the retrieved values in the trigger step (when a file is created or updated in a specific folder).
After the setup is complete, run a test.
If the test is successful, the data should appear as retrieved values.
Hit "Save".
Click the "Read text from images/PDFs" action.
Confirm the action is set to "Extract text information from any PDF/Image file (within 4000 characters)."
Rename the title if needed and click “Next”.
For file attachment method, select "Use retrieved value" and choose the "Downloaded file" option.
Enter the items you want to extract from the PDF information to add to Microsoft Excel.
Specify the text or data you want to extract from the PDF.
Specify the "AI to Use" and "Language", and click "Test".
If you see correct extraction items in the retrieved value, then save it.
Click the "Command Operation" action.
You can change the title of the action if needed.
In the previous action (Read text from images/PDFs), you extracted info from PDF.
Sometimes this data includes multiple rows for the same type of item (e.g., column “description” listed one after another in the below image).
Because these items come as a list, you need an action to process each item individually.
To do this, select "Read text from images/PDFs" as the operation to repeat.
Then, specify which fields you want to extract from each row one by one.
📍 Example from the image:
Description, Quantity, Unit Price, Amount needs to be processed one by one.
If you want to extract more fields, you can add them by clicking “Add Value”.
Once the settings are done, save it.
Before getting into this step, make sure you have prepared an Excel file where the extracted data will be added.
Having this ready will ensure a smooth connection and accurate data entry.
Once ready, return to Yoom and click the "Operate Database" action.
Give your action a name (anything you like).
Select your account and check the default settings.
If there are no issues, click "Next".
Select the Drive ID from the displayed options.
Similarly, select the Item ID of your Excel file you prepared.
Select the worksheet name from the displayed options (where the data should be populated).
Then specify the table range and click “Next”.
📚 Reference:
For detailed instructions on how to set the table range, check this help page.
Map the extracted values from the previous step (Command Operation) to fields in Excel.
Example:
This will pull the “Description” from the previous step and add the info in the Excel action.
📚 Reference:
For more details on retrieved values and how to set it up, see the guide here.
If the data is added to Excel correctly, save it.
Toggle on the "Trigger ON" button to activate your flow.
That’s it! 🎉
Your Excel file is now automatically getting updated with the PDF file data :)
OCR can unlock diverse possibilities of automation, helping you save time and reduce manual tasks.
◼️Overview
When you upload business card data to the form, a workflow is set up to automatically extract the necessary information from the business card using AI operations, store it in a Google Spreadsheet, and automatically send an email to the specified recipients.
◼️Setup Instructions
1. Create a form to collect business card data.
2. Set the fields to collect the necessary information.
3. Set the fields you want to extract with the "Read Business Card Information" action.
4. Automatically store the read data in a Google Spreadsheet using the "Operate Database" operation.
5. Send an email. The recipient and name are automatically generated based on the business card information.
◼️Notes
・Please prepare the business card data.
・Access permission and integration settings for Google Spreadsheet are required.
・AI operations are only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations set in the flow bot will result in an error, so please be careful.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview
By using the workflow "Notify Microsoft Teams when a contract is completed in DocuSign and the document is read by OCR," contracts completed in DocuSign are processed immediately.
The content read by OCR is automatically notified to Microsoft Teams, allowing for efficient information sharing.
■Recommended for
■Benefits of using this template
By reading documents completed in DocuSign with OCR and notifying Microsoft Teams, the time loss for confirmation is reduced, and the workflow proceeds smoothly.
This allows for speedy sharing of contract information and quick follow-up actions.
Smooth processing of contract documents enables quick response to customers, improving overall efficiency.
Additionally, since notifications are sent to Microsoft Teams, information sharing within the team becomes easier, and all members can grasp the latest contract status.
This will strengthen collaboration and improve the overall performance of the team.
■Overview
The "Automatically Add Files Added to Dropbox to Airtable via OCR" workflow is an automation process that streamlines document management.
It eliminates the hassle of manual data entry and information organization, thereby improving work efficiency.
■Who Should Use This Template
■Benefits of Using This Template
When a new file is uploaded to Dropbox, the OCR function extracts the text and automatically registers the data in Airtable.
With the OCR function and automatic data synchronization, data entry tasks are eliminated, preventing errors from manual operations.
Additionally, the contents of the files are promptly reflected in Airtable, allowing for smooth information organization.
It is useful for managing a variety of data, such as standardized internal documents, contracts and forms with business partners, business cards, and receipts.
■Overview
The flow of "Reading files sent on Slack with OCR and executing scripts with Google Apps Script" is a business workflow that automatically analyzes files sent to Slack using OCR and executes Google Apps Script based on their content.
When sharing files using Slack in daily operations, manually checking the content and executing scripts can be time-consuming and labor-intensive.
By implementing this workflow, automatic file analysis and script execution are integrated, significantly improving business efficiency.
■Recommended for
■Benefits of using this template
By utilizing this flow, you can significantly reduce the manual effort by automatically processing files received on Slack with OCR and immediately executing the necessary scripts with Google Apps Script.
Additionally, automation reduces human error, enabling accurate data processing.
By instantly analyzing and processing file content, you can speed up operations and make quicker decisions.
■Overview
The workflow "Read Outlook attachments with OCR and add them to Microsoft Excel" contributes to reducing the burden of transcription work.
Automation reduces the amount of manual work, which is likely to reduce human errors such as input mistakes.
■Recommended for
■Benefits of using this template
By reading Outlook attachments with OCR and adding them to Microsoft Excel, manual data entry becomes unnecessary.
By utilizing this flow, the information described in the attachments is automatically reflected in Microsoft Excel, preventing input errors and data duplication.
Additionally, work efficiency improves, allowing for the processing of large amounts of data in a short time.
By automating in this way, the person in charge can focus on high-value-added tasks, likely improving overall productivity.
Microsoft Excel can be connected with various apps.
■Overview
This flow retrieves the budget from Microsoft Excel at a specified date and time and notifies Microsoft Teams.
With Yoom, you can easily achieve this flow without the need for programming, as it allows for seamless integration between applications.
■Recommended for
■Benefits of using this template
If you manage advertising budgets in Microsoft Excel, regularly checking them can prevent budget overruns.
However, the task of checking Microsoft Excel each time is cumbersome, and if the person in charge is absent, there is a risk of missing signs of budget overruns.
With this flow, you can retrieve budget information from Microsoft Excel at a specified date and time and notify Microsoft Teams.
By regularly notifying budget information to Microsoft Teams, the verification process is streamlined, and you can proactively identify signs of budget overruns.
Since Microsoft Teams allows you to set any channel or member, stakeholders can have a shared understanding of the budget.
■Overview
The flow "Add file information to Microsoft Excel when a file is stored in Microsoft SharePoint" is a business workflow that streamlines file management and data organization.
When saving a large number of files to SharePoint daily, manually entering each file's information into Microsoft Excel is time-consuming and labor-intensive.
By using this workflow, file information is automatically written to Microsoft Excel the moment a new file is saved in Microsoft SharePoint, making data management smoother.
■Recommended for
■Benefits of using this template
◼️Overview
This is a flow bot that automatically adds opportunity information to Excel when a record is registered in the Salesforce opportunity object.
When opportunity information is added to Salesforce, it searches for the account associated with that opportunity and automatically writes the information to an Excel sheet.
Please prepare a sheet to manage opportunity information in Excel Online for use.
◼️Notes
・After opportunity information is registered in Salesforce, an event will be registered in Google Calendar 5 to 15 minutes later.
・Integration settings with both Salesforce and Excel Online are required for Yoom.
・Available for use with Excel Online. (Not available for local files.)
・Available with Yoom's Team Plan or higher.
・Salesforce is an app available only with the Team Plan and Success Plan. For Free Plan and Mini Plan, the operation and data connection of the configured flow bot will result in an error, so please be careful.
・Paid plans such as Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use restricted apps.
・Microsoft365 (formerly Office365) has a Home Plan and a General Business Plan (Microsoft365 Business), and if you are not subscribed to the General Business Plan, authentication may fail.
■Overview
Automatically register task information recorded in the Notion task management database into Microsoft Excel.
■Notes
・It is necessary to set up account integration for both Notion and Microsoft Excel.
・Please replace the columns of the corresponding Microsoft Excel sheet with any desired values for use.
・Microsoft365 (formerly Office365) has both a personal plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
Now you know how to automatically record table data extracted by OCR into Microsoft Excel without writing a single line of code. Manually entering invoice and form data one by one can be time-consuming and prone to errors. But autmoation with Yoom can make this process smooth and reliable :) Plus, Yoom offers many more templates connecting with other apps and tools, opening up more automation possibilities for you. Setup is easy, and no techincal skills are required.
If you want to
Then the solution we covered in this article is just what you need.
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