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"Monthly invoice processing is too time-consuming, and I can't focus on my main work..."
Have you ever had such an experience? Opening a PDF file, manually searching for the necessary information, and entering it into Excel... This task surprisingly takes a lot of time and effort, doesn't it? But what if there was a system that automatically extracts the necessary table data from a PDF and transfers it to Microsoft Excel for you?
In this article, we introduce a method to automatically record table data extracted by OCR into Microsoft Excel, complete with a template that anyone can use. This kind of automation also supports email attachments and form response files, so you can set it up to be reflected in Microsoft Excel as soon as they arrive. If you're interested in improving work efficiency, be sure to check it out!
Yoom offers a template for automating workflows that extracts table data from PDFs and records it in Microsoft Excel, so if you want to "try it first!", click the banner below and experience automation right away!
Starting with the various tools you use regularly, we will introduce how to automatically record table data extracted from documents such as PDFs using OCR into Microsoft Excel, using specific templates! This can eliminate the hassle and errors of manual entry and speed up data utilization, so if you're interested, please click to learn more!
<span class="mark-yellow">You can automatically extract data from invoice PDFs attached to emails received in Gmail or Outlook using OCR and add it to Microsoft Excel</span>, significantly reducing the effort from checking emails to data entry and preventing oversights and input errors!
<span class="mark-yellow">Automatically extract data from files such as invoice PDFs received through Google Forms or Yoom's form feature using OCR and add it to Microsoft Excel</span>, enabling seamless automation of the entire process from form response verification to data entry, and achieving rapid data processing!
<span class="mark-yellow">Automatically extract data via OCR from files such as invoice PDFs uploaded to storage services like OneDrive or Dropbox and record it in Microsoft Excel</span>, streamlining the integration of file management and data entry, and eliminating manual transcription errors and time loss!
From here, we will explain the flow of extracting table data using OCR when an invoice PDF file is uploaded to OneDrive and automatically adding the information to a specified sheet in Microsoft Excel!
We will be using Yoom to set this up without any code, so if you do not have a Yoom account yet, please issue one from the registration form here.
[What is Yoom]
We will create it through the following main processes.
Note: OCR and branching operations are features exclusive to the Team Plan and Success Plan.
Setting them up on the Free Plan or Mini Plan will result in an error, so please be careful.
Paid plans such as the Team Plan or Success Plan offer a two-week free trial.
During the trial period, you can try out all apps and AI operations that are usually restricted, so feel free to explore the features you're interested in.
Let's work on integrating Yoom with each app.
Note: Microsoft365 (formerly Office365) has plans for home use and general business use (Microsoft365 Business). If you are not subscribed to a general business plan, authentication may fail.
Once logged into Yoom, select My Apps and click on Add.
Use the search box to find and select OneDrive from the list of apps.
Click on the account name you want to link.
Enter your password and click Sign In.
You have now registered My Apps for OneDrive.
Once logged into Yoom, click on My Apps and select Add.
Select Microsoft Excel from the list of apps.
Using the search box will help you find it smoothly!
From here, follow the same steps as for OneDrive.
Click on the account name you want to link.
Enter your password and click Sign In.
You have now registered My Apps for Microsoft Excel.
Next, copy the template.
In Yoom, besides using templates, you can also create a flowbot from scratch.
Here, we will introduce a method using templates that allows for easier setup and operation.
Let's click on the banner below.
Click "Try this template".
Please click "OK".
Now you have a copy of the template.
The copied template is saved in My Projects.
Next, let's proceed to the flow bot settings.
Click "When a file is created or uploaded in a specific folder".
First, let's create a new file in OneDrive.
This time, we will set it up as a flow that stores a new invoice as follows.
Let's proceed with the settings!
The title is entered, but you can change it.
Check the account information connected to OneDrive.
The trigger action "When a file is created or updated in a specific folder" is selected.
After confirming, click Next.
Set the trigger interval.
The trigger activation timing can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
Depending on your plan, the shortest interval for setting triggers may vary, so be sure to check.
It is generally recommended to use the shortest activation interval for that plan.
Select the drive ID from the options.
Select the folder ID from the options.
Once set, click Test.
If the test is successful and OneDrive information is obtained, save it.
Next, click "Command Operation".
Since the trigger action is activated for both "create" and "update", we use the branching action to set "Creation Date" = "Last Update Date" so that only in the case of new creation (upload), the subsequent action proceeds.
Let's set it up.
The title can be changed.
The operation is "When a file is created or updated in a specific folder", and the retrieved value is "Creation Date".
For the branch condition, select "Equal to" and choose "Last Update Date" from the retrieved value.
Once set, save it.
Next, click "Download file".
The title can be changed.
Check the linked account.
The action "Download file" is selected.
After confirming, click Next.
Select the drive ID from the options.
For the file item ID, click "Item ID" from the retrieved value of "When a file is created or updated in a specific folder".
Once set, execute the test.
If the test is successful and file information is obtained, save it.
Next, click "Read text from images/PDFs".
The title can be changed.
The action "Read text information from any PDF or image file (up to 4000 characters)" is selected.
After confirming, click Next.
For file attachment method, select "Use retrieved value" and "Downloaded file".
Enter the items you want to extract from the PDF information to add to Microsoft Excel.
After setting AI to Use and Language, click Test.
If the test is successful and information is read from the PDF, save it.
Next, click "Command Operation".
The title can be changed.
In the action "Read text from images/PDFs", information for each item was obtained, but when there are multiple rows for the same item as in this case, the information is displayed in list format.
Therefore, add this action to obtain information one by one.
Select "Read text from images/PDFs" for the operation, and set "Description, Quantity, Unit Price, Amount" for the obtained values from the items set for extraction in "Read text from images/PDFs".
You can add items from "Add value".
Once set, save it.
This is the final step.
Click "Operate Database" to complete the setup.
The title can be changed.
Check the account information linked with Microsoft Excel.
The action "Add record" is selected.
Select the file storage location.
Select the drive ID from the options.
Select the item ID from the options.
Similarly, select the worksheet name from the options.
Set the table range and click Next.
Once the record information from Microsoft Excel is obtained, select from the retrieved values of "Command Operation" for each item.
Be careful not to input without using the retrieved values, as the same content will continue to be added.
For more details, refer to here.
Once everything is set, click Test.
If the test is successful and information is added to Microsoft Excel, save it.
Finally, turn on the trigger and check the operation of the flow bot.
Now the flow bot setup is complete.
By utilizing OCR, various automations can be achieved.
When a contract is completed with DocuSign, it is possible to read the document with OCR and automatically notify Microsoft Teams, or to read business card data with AI-OCR and automatically register it in Google Sheets.
Gmailで受け取ったアンケート結果を自動で取り込んだり、指定日時に予算データを取得してMicrosoft Teamsに通知を送ることが可能です。さらに、Notionに登録されたタスクをMicrosoft Excelに追加したり、Salesforceで新しい商談情報が作成された際にMicrosoft Excelに反映させることもできます。
In this article, we introduced specific steps to achieve "Automatically Recording Table Data Extracted by OCR into Microsoft Excel" without the need for programming. By automating data entry tasks from PDFs and image files using OCR and accurately recording them in Microsoft Excel, you can significantly reduce manual errors and labor hours.
<span class="mark-yellow">In addition to the Excel recording automation introduced here, Yoom offers numerous templates to streamline daily operations.</span>
It is also a major attraction that you can build flexible automation tailored to your company's workflow without code, starting from email attachments, forms, and storage services. If you feel "Entering invoices every time is tough," "Data transcription takes time," "I want to eliminate mistakes," please try using Yoom's templates to experience operational efficiency.
Why not try the templates first and experience their convenience?
👉 Create a free account now
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