Do you want to streamline your invoice management with Notion and AI-OCR integration?
Are you spending too much time manually entering invoice details into Notion? You can easily automate this process and seamlessly transfer invoice data into Notion.
In this article, we’ll guide you through how to set up this automation flow and explain how this integration can save you time and improve your workflow efficiency.
Meet Yoom: No-Code Automation
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.
🌐 Connect with apps like Notion and more.
📖 Use automation templates - no technical setup required
📈 Boost productivity and reduce human errors
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.
In this guide, you'll learn the step-by-step process of how to use Yoom to automatically extract invoice data from emails using AI-OCR and add it to Notion.
✨ Recommended for
Those who use Notion for managing data and documents
Anyone looking to link Notion with AI to enhance work efficiency
Teams aiming to simplify invoice tasks by integrating Notion with AI-OCR technology
✔️ For Those Who Want to Try It Now
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.
Read the invoice information received by email using AI-OCR and add it to the Notion database.
🚀 How to Set Up an Automated Invoice Extraction Flow with Notion and Yoom
Let's walk through how to set up a flow that automatically extracts and imports invoice details from emails into Notion using AI-OCR.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
A free Yoom account
Access to Notion
If you don’t have a Yoom account yet, register now from thisregistration 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.
Step 1: Integrate Notion with Yoom
After logging into Yoom, go to "My Apps" from the left side menu and click "+ Add".
⚠️ Note: Databases created after registering with Yoom cannot be linked, so make sure to prepare the database you plan to use before registering in My Apps. If you’ve already linked it with Yoom but need to use a new database, you’ll need to register in My Apps again.
Search for "Notion" from the app list and select it.
Log in with your Notion account. When the following screen appears, click "Select a Page".
Select the page(s) to grant access to the database and click "Allowing Access".
Now the integration is complete!
Step 2: Copy Template
Click the "Try It" button to copy the pre-built template into your project.
Read the invoice information received by email using AI-OCR and add it to the Notion database.
Click "OK" and assign a name to the Flowbot for recognition.
The template will be copied to your "My Project".
Step 3: Set Up Email Trigger
Click on the email trigger action.
Start by setting up a dedicated email address for Yoom to receive triggered emails. Choose an email address that is easy to remember and clearly indicates its purpose.
Once the email address is created, configure the necessary trigger conditions. For this example, we want to set it up so that it reads the attached file if the subject line contains the word “invoice.”
Once this is set, move on to the next step to continue setting up the flow.
Send an email to the Yoom address you just configured. Make sure to attach the invoice and include the word "invoice" in the subject.
After sending the email, click the "Test" button. If you see "Test Successful", you're all set! Don't forget to click "Save" to complete the setup.
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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.
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The next page is already configured. Just like before, click the "Test" button, and if you see "TestSuccessful", everything is set up correctly!
Be sure to click "Save" to finalize the process.
Step 5: Request Action to the Person in Charge
Click on the action request with the person icon.
Since we are using a template, this section is already configured.
Placeholders like {{Subtotal}} will be automatically replaced with the corresponding values from the invoice, so keep the symbols as they are.
Once you've confirmed the settings, click “Next”.
Check that the information extracted from the invoice appears correctly in the box. These details are linked to placeholders like {{Subtotal}} and other settings from the previous text (the input values shown are just examples).
Once you’ve confirmed the details, click “Save” to proceed to the final settings.
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Step 6: Set Up Notion Action
Click on the Notion action item.
On the next screen, give an action a title (optional). Confirm the settings and select the Database ID from the displayed options.
Then click “Next”.
Click inside the box and select from the information extracted from the invoice. Choose the appropriate value that corresponds to the box name, as shown in the image.
📚 Reference: For more details on retrieved values and how to set them up, see theguide here.
Once done, proceed to the next step.
Step 7: Activate the Flowbot
Toggle the "Trigger On" button to activate your flow!
That’s it! 🎉 The Flowbot is now complete!
Read the invoice information received by email using AI-OCR and add it to the Notion database.
💡 Other Automation Examples Using Notion and AI Features
By using Notion 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!
Automation Example Using Notion and AI-OCR
Automatically Add Files and Images to Notion Using OCR
By reading files and images with OCR and adding them to Notion automatically, you can reduce the time and effort involved in manual data entry.
Files added to Box are read by OCR and automatically added to Notion.
■Overview The "Automatically add files added to Box to Notion by reading them with OCR" workflow is a business workflow that streamlines file management and information organization. By automatically performing OCR processing on newly uploaded documents to Box and transcribing the content to Notion, it reduces manual input and achieves centralized information management. ■Recommended for ・Those who use Box regularly and spend time on file management ・Teams or individuals who use Notion to organize and share information ・Those who want to digitize paper-based materials using OCR ・Business people aiming to improve productivity by advancing business automation ・Those who want to reduce errors associated with manual data entry and desire accurate information management
■Notes ・Please link Box and Notion with Yoom. ・The AI operation for OCR or transcribing audio to text is only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operation of the flow bot you set 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). ・Please note that OCR data may not be readable if it exceeds 6,500 characters or if the text is small.
■Overview This is a flow to read receipts received in Gmail with OCR and register them in a Notion database. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps. ■Recommended for ・Those who need to process a large number of expense reports every month and are spending time entering receipt data received in Gmail ・Those who have transactions with multiple projects or clients and need to classify and manage expenses ・Those who are digitizing receipts but find it cumbersome to organize and search the data ・Teams or companies using Notion as an expense management tool ・Those aiming for centralized management of receipt information
■Notes ・Please link Yoom with both Notion and Gmail. ・Branches are available from the Mini Plan and above, and the OCR AI operation is only available in the Team Plan and Success Plan. For other plans, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations). ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・OCR data may not be readable if it exceeds 6,500 characters or if the text is small, so please be careful.
■Overview In this flow, you can read uploaded images from Dropbox with OCR and automatically add them to Notion. This automation streamlines file management that was previously done manually, saving time and effort and improving work efficiency. With Yoom, you can easily connect apps without programming.
■Recommended for ・Those who frequently use Dropbox and Notion for work ・Those who store many image files in Dropbox ・Those who want to manage information centrally in Notion ・Companies or teams looking to reduce manual data entry ・Those promoting digitalization and aiming for paperless operations
■Notes ・Please connect both Dropbox and Notion with Yoom. ・The OCR AI operation feature is only available in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the flow bot operation set 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). ・You can choose a trigger interval of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・The shortest trigger interval may vary depending on the plan, so please be careful. ・The maximum downloadable file size is 300MB. Depending on the app specifications, it may be less than 300MB, so please be careful. ・For details on the file size that can be handled by each trigger and operation, please refer to the following. https://intercom.help/yoom/ja/articles/9413924
Automatically generate folders in cloud storage based on information collected in Notion. This eliminates the manual process of folder creation and file organization.
Create a folder in Dropbox based on information from Notion
■Overview The workflow "Create a folder in Dropbox based on Notion information" allows you to create a folder in Dropbox with one click. It improves convenience as there is no need to access Dropbox directly.
■Recommended for - Those who manage information or projects using Notion - Those who use DropBox for file sharing and backup management - Those who want to smoothly integrate information management in Notion with file management in Dropbox - Teams that use Notion for sharing information but need quick organization and sharing of files - Those who regularly use Dropbox and want to efficiently save and access information - Those who want to efficiently organize and share information to keep projects running smoothly
■Notes - Please link both Notion and Dropbox with Yoom. - For instructions on setting up triggers using the Chrome extension, please refer to the following link. https://intercom.help/yoom/ja/articles/8831921
■Overview By using the "Create a folder in Microsoft SharePoint based on Notion's information" workflow, you can create a folder with a single click from Notion. Since you can create folders by quoting information directly from Notion without accessing Microsoft SharePoint directly, work time is reduced.
■Recommended for: ・Those who use Notion for information management or project management ・Those who want to pursue efficiency when organizing information ・Companies managing folders using Microsoft SharePoint ・Teams utilizing Notion and Microsoft SharePoint as internal tools ・Those who wish to quickly share information within the team and maintain an organized state
■Note: ・Please link each of Notion and Microsoft SharePoint with Yoom. ・Please refer to the following for how to set triggers using the Chrome extension. https://intercom.help/yoom/ja/articles/8831921 ・Microsoft365 (formerly Office365) has plans for households and general businesses (Microsoft365 Business), and there may be a possibility of authentication failure if you are not subscribed to the general business plan.
Organize, Summarize, and Update Meeting Minutes Created in Notion
This flow bot allows AI tools to efficiently organize and summarize meeting content in Notion, automatically updating the data with the latest information.
Organize, summarize, and update the meeting minutes created in Notion using Gemini.
■Overview The 'Organize and summarize meeting minutes created in Notion with Gemini' workflow is an automated process to streamline the creation and sharing of meeting minutes after meetings. Gemini efficiently organizes and summarizes the detailed meeting information recorded in Notion and automatically updates it with the latest information.
■Who should use this template: - Team leaders or project managers managing meeting minutes in Notion - Those who want to quickly organize and summarize meeting minutes - Members of companies or organizations aiming to improve information sharing efficiency - Those who want to smoothly carry out follow-ups and information transmission after meetings - Business personnel who spend time updating meeting minutes manually - Those who want to focus on other important tasks by reducing effort through automation - Those using Notion and Gemini but facing challenges with integration - Those who want to strengthen integration with an easy-to-set-up workflow
■Notes - Please connect Notion and Gemini respectively with Yoom. - By using triggers with Chrome extensions, you can directly activate triggers from within Notion. - Please refer to the following for the trigger setup method using Chrome extensions. https://intercom.help/yoom/ja/articles/8831921
■Overview The "Organize and summarize meeting minutes created in Notion using ChatGPT" flow is a business workflow to streamline the creation and management of meeting minutes. It reduces the burden of creating meeting minutes and enables efficient information sharing.
■Who we recommend this template for: ・Those who manage meeting minutes in Notion but find it time-consuming to organize and summarize them. ・Those who find it challenging to manually organize detailed meeting minutes each time. ・Team leaders and project managers who want to share meeting content in an easy-to-understand manner. ・Those who want to smoothly share minutes and make decisions. ・Executives and managers who want to efficiently manage and update the content of minutes. ・Those who want to streamline regular meeting minute creation tasks. ・Those who want to automate tasks using AI and spend time on other important tasks. ・Those who want to focus on creative tasks.
■Precautions ・Please link Notion and ChatGPT with Yoom. ・By using the trigger with the Chrome extension, you can start the trigger directly from Notion. ・Please refer to the following for the setting method of the trigger using the Chrome extension. https://intercom.help/yoom/ja/articles/8831921
■Description The "Use AI to organize, summarize, and update meeting minutes created in Notion" flow is a business workflow that streamlines the management of meeting minutes after meetings. Yoom's AI function automatically organizes and summarizes the meeting minutes entered into Notion and updates them to the latest state. This allows you to maintain high-quality meeting minutes without hassle and facilitate smooth information sharing across the team.
■Recommended for: ・Team leaders who manage meeting minutes using Notion but find organizing and summarizing time-consuming ・Project managers who want to efficiently share the contents of meeting minutes and facilitate smooth information sharing across the entire team ・Executives and administrative personnel who want to automate the creation of meeting minutes after meetings to improve business productivity
■Notes: ・Please connect Notion with Yoom. ・By using the trigger with the Chrome extension, you can directly activate triggers from Notion. ・Please refer to the following for information on setting up the trigger using the Chrome extension: https://intercom.help/yoom/ja/articles/8831921
By consolidating important email content into Notion, you can prevent data duplication, ensure that nothing gets overlooked, and improve team collaboration.
■ Overview Are you manually copying the contents of customer inquiries or order emails received in Gmail into a Notion database? This task is time-consuming and prone to copy-and-paste mistakes and omissions. By using this workflow, simply receiving specific Gmail messages will prompt AI to automatically parse the content and add it to Notion, reducing the effort of consolidating information and enabling accurate data management.
■ Who we recommend this template for ・Those who manage information received in Gmail with Notion and find manual entry burdensome ・Teams that want to eliminate transcription errors from emails and improve the accuracy of data management ・Those who want to automate the initial steps of inquiry handling and task management, and focus on core work
■ Notes ・Please connect both Gmail and Notion with Yoom. ・You can choose the trigger interval at 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies depending on your plan.
■ Overview The 'Summarize Gmail Inbox with AI and Add to Notion' workflow is a business workflow designed to streamline email management and information organization. Manually organizing daily incoming Gmail emails can be time-consuming. Especially when handling a large volume of emails, the risk of missing important information increases. By utilizing this workflow, emails received can be automatically summarized using AI and organized and stored in Notion. This allows you to access necessary information quickly, improving work efficiency. ■ Recommended for Business professionals who receive a large volume of emails in Gmail and spend time organizing information. Teams using Notion for project management and information sharing. Administrators who want to efficiently summarize email content and share it with team members. Small business owners looking to advance the digitization and automation of operations.
■ Precautions ・Please link both Gmail and Notion with Yoom.
■Overview The workflow 'Summarize Outlook Emails and Add to Notion' reduces the burden of data entry tasks. By automatically adding email contents from customers, it prevents missing information from being added.
■Recommended for - Those who manage emails using Outlook - Those who want to quickly understand email contents and not miss important information - Those using Notion for managing workflow progress and organizing information - Those utilizing Notion as a team and want to swiftly confirm shared information - Those who do not want to spend time manually summarizing emails or transcribing information
■Notes - Link Yoom with both Notion and Outlook. - You can select a trigger interval of 5, 10, 15, 30, or 60 minutes. - The shortest trigger interval may vary depending on the plan, so please be attentive. - Microsoft365 (formerly Office365) has home and general enterprise plans (Microsoft365 Business), and if not subscribed to the general enterprise plan, authentication may fail.
■ Overview The 'Notify Microsoft Teams after changing Notion status' workflow is a business workflow aimed at improving the efficiency of status management.
■ Recommended for: ・Team leaders who frequently use Notion and Microsoft Teams ・Project managers who aim for smooth sharing of project progress and efficient task management ・Sales personnel who want to quickly grasp status updates of customers and deals ・IT personnel in companies aiming to reduce time lags in information sharing and improve business efficiency
■ Notes: ・Please integrate each of Notion and Microsoft Teams with Yoom. ・Branching is a feature (operation) available on Mini plan and higher plans. In the case of the free plan, the operation of the flowbot set will result in an error, so please be careful. ・A two-week free trial is available for paid plans like the Mini plan. During the free trial, you can use apps and features (operations) subject to restrictions. ・There are home plans and general business plans (Microsoft365 Business) in Microsoft365 (formerly Office365). If you do not subscribe to the general business plan, authentication may fail. ・You can choose the interval of trigger activation at 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please be aware that the shortest activation interval varies by plan.
Create and Store a Report When a Record is Added to Notion
After adding a new record to Notion, this flow automatically generates a report and stores it, streamlining your document management and eliminating manual tasks.
When a record is added to Notion, create a report and store it in Box.
■Overview The flow 'When a record is added to Notion, create a report and store it in Box' integrates Notion and Box to automatically generate reports and save them in Box upon data entry.
■Recommended for ・Those who use Notion for data management and want to automatically create reports ・Business users who want to streamline file management with Box ・Team leaders or managers who are spending too much time creating reports manually ・IT personnel at companies looking to advance business automation
■Note ・Please integrate Yoom with Notion, Google Docs, and Box respectively. ・Branches are functions (operations) available with Mini Plan or higher. Note that operations set with the Free Plan will result in errors. ・Paid plans like the Mini Plan offer a 2-week free trial. You can use restricted apps and functions (operations) during the free trial. ・You can select the trigger interval as 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Note that the shortest trigger interval varies by plan. ・Please prepare a Google Docs template for invoices. For details, refer to the following: https://intercom.help/yoom/en/articles/8237765 ・For details on file capacity available in triggers and each operation, refer to the following: https://intercom.help/yoom/en/articles/9413924
■Overview The flow "When a record is added to Notion, create a report and store it in OneDrive" is a workflow that streamlines data management in Notion and automates report creation and storage tasks.
■Recommended for - Those who want to integrate Notion and OneDrive to improve business efficiency - Business users aiming to automate report creation - Team leaders spending too much time on data management - Those feeling burdened by manual data transfer and report creation - Company personnel considering workflow automation
■Notes - Please link Notion, Google Docs, and OneDrive with Yoom. - Branching is a feature available on the Mini Plan and above (Operation). For free plans, operations set in the flow bot will result in an error, so please be aware. - Paid plans like the Mini Plan offer a 2-week free trial. During the free trial, restricted apps and features (Operations) can be used. - Microsoft365 (formerly Office365) has Home Plans and Business Plans (Microsoft365 Business), and authentication may fail if you are not subscribed to a Business Plan. - Triggers can be set at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Note that the shortest trigger interval varies by plan. - Please prepare an invoice template for Google Docs. For details, please refer to the link below. https://intercom.help/yoom/en/articles/8237765 - For details on file size limits for triggers and each operation, please refer to the link below. https://intercom.help/yoom/en/articles/9413924
Send an Email When the Status is Changed or Updated in Notion
Trigger automatic email notifications when the status of a record in Notion changes. This helps keep the team informed and ensures that tasks don’t get overlooked.
When the status is changed in Notion, send an email with Gmail.
■Overview The flow 'Send an email via Gmail when the status is changed in Notion' is a business workflow that streamlines project and task management. It automatically sends notification emails to related members via Gmail when a status update in Notion is triggered. This eliminates the need for manual notification tasks and facilitates smooth information sharing. By utilizing Yoom, the integration between Notion and Gmail is easily achieved, supporting the efficiency of daily operations.
■Recommended for ・Those who manage projects in Notion and need automatic notifications when the status is updated ・Business people who want to quickly share information with team members or clients using Gmail ・Administrators who want to reduce the workload of manual email sending and improve operational efficiency ・Those who want to easily set up the integration between Notion and Gmail using Yoom ・Those who want to enhance task management transparency and facilitate communication within the team
■Notes ・Please integrate Yoom with both Notion and Gmail.
■Overview The workflow 'When the status is updated in Notion, send an email with Outlook' streamlines the email sending process. Emails are sent automatically upon detecting a status update, reducing the workload.
■Recommended for ・Those who use Notion for project management or task management ・Those who share information with a team using Notion but often miss status changes ・Those who use Outlook as a daily email tool ・Those who want to detect status changes immediately and send emails with Outlook
■Notes ・Please link both Notion and Outlook with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・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. ・Branches are a feature (operation) available with the mini plan or higher. In the case of the free plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
👏 Benefits and Examples of Integrating AI OCR with Notion
Benefit 1. Automatically Transfer Invoice Information Sent via Email to Notion
When you receive an email with "Invoice" in the subject, AI-OCR automatically reads the attached invoice. After the invoice is read, key details such as the invoice date and total amount are transferred directly to Notion. This automation saves you from manually inputting invoice data, reducing time spent on data entry and eliminating errors.
Benefit 2. Increased Data Accuracy
Manual data entry often leads to mistakes, such as typos or incorrect figures. By integrating AI-OCR with Notion through Yoom, invoice information is read and transferred automatically, minimizing these human errors. This helps ensure the accuracy of important data, such as invoice numbers and amounts, improving overall data quality.
📖 Summary
Integrating Notion with AI-OCR through Yoom helps you to automatically export and import invoice data directly into Notion. This not only improves work efficiency but also saves valuable time by eliminating manual entry. You can set up this automation in just a few steps, allowing you to focus on more important tasks.
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!
After working as a manager at a general store, I began working from home as an SEO writer. Later, I entered into a freelance contract with a marketing startup for about five years. Surrounded by University of Tokyo students, I spent my days learning various business terminologies and how to use SaaS tools. During my time as a store manager, I was often overwhelmed by administrative tasks such as sales and inventory management, personnel management, and ordering, which frequently prevented me from engaging with customers and caused me to miss sales opportunities. Even during my freelance work, I found myself bogged down with repetitive tasks like data entry and often thought, "Can't these monotonous tasks be automated?" Therefore, I strongly resonate with Yoom's vision!
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