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 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 "Test Successful", 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”.

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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”.

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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 the guide here.

Once done, proceed to the next step.

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Step 7: Activate the Flowbot

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

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

💡 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. <span class="mark-yellow">Here are some examples you can explore for your next automation</span>!

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.

Automation Example Using Notion

Create Folders Based on Information in Notion

Automatically generate folders in cloud storage based on information collected in Notion. This eliminates the manual process of folder creation and file organization.

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.

Add Received Email to Notion

By consolidating important email content into Notion, you can prevent data duplication, ensure that nothing gets overlooked, and improve team collaboration.

Notify When Notion Status Changes

Set up automated notifications to alert relevant members via chat tools or email whenever a status update occurs in Notion.

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.

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.

👏 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 <span class="mark-yellow">saves you from manually inputting invoice data, reducing time spent on data entry and eliminating errors</span>.

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. <span class="mark-yellow">This helps ensure the accuracy of important data, such as invoice numbers and amounts, improving overall data quality</span>.

📖 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!

👉 Create your free Yoom account now