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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.
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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.
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.
■Overview
This is a flow that reads invoice information received via email using AI-OCR and adds it to a Notion database.
■Recommended for
1. Accounting personnel who frequently receive invoices via email
・Those who want to improve work efficiency by eliminating the need for manual entry of invoice information
・Those who want to reduce input errors and register accurate invoice information in the database
・Those who want to centrally manage invoice information in Notion for use in searches and analysis
2. Those who work based on invoice information
・Those who want to smoothly proceed with payment processing and approval procedures by having invoice information automatically registered in Notion
・Those who want to easily search and verify invoice information on Notion
3. Companies promoting paperless and efficient operations
・Those who want to digitize paper invoices to promote paperless operations
・Those who want to achieve operational efficiency and cost reduction through the automation of invoice processing
■Benefits of using this template
Manually transcribing invoices received via email into a Notion database takes a significant amount of time and can lead to transcription errors and information omissions.
By utilizing this flow, AI-OCR automatically reads invoices received via email and adds the necessary information to the Notion database, eliminating the need for manual data entry and greatly improving work efficiency. Additionally, the risk of human error is reduced, allowing for more accurate invoice management.
■Notes
・Please integrate Notion with Yoom.
・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).
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
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".
⚠️ 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!
Click the "Try It" button to copy the pre-built template into your project.
■Overview
This is a flow that reads invoice information received via email using AI-OCR and adds it to a Notion database.
■Recommended for
1. Accounting personnel who frequently receive invoices via email
・Those who want to improve work efficiency by eliminating the need for manual entry of invoice information
・Those who want to reduce input errors and register accurate invoice information in the database
・Those who want to centrally manage invoice information in Notion for use in searches and analysis
2. Those who work based on invoice information
・Those who want to smoothly proceed with payment processing and approval procedures by having invoice information automatically registered in Notion
・Those who want to easily search and verify invoice information on Notion
3. Companies promoting paperless and efficient operations
・Those who want to digitize paper invoices to promote paperless operations
・Those who want to achieve operational efficiency and cost reduction through the automation of invoice processing
■Benefits of using this template
Manually transcribing invoices received via email into a Notion database takes a significant amount of time and can lead to transcription errors and information omissions.
By utilizing this flow, AI-OCR automatically reads invoices received via email and adds the necessary information to the Notion database, eliminating the need for manual data entry and greatly improving work efficiency. Additionally, the risk of human error is reduced, allowing for more accurate invoice management.
■Notes
・Please integrate Notion with Yoom.
・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).
Click "Try this template".
Click "OK" and assign a name to the Flowbot for recognition.
The template will be copied to your "My Project".
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.
↓
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.
↓
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.
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.
↓
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 the guide here.
Once done, proceed to the next step.
Toggle the "Trigger On" button to activate your flow!
That’s it! 🎉 The Flowbot is now complete!
■Overview
This is a flow that reads invoice information received via email using AI-OCR and adds it to a Notion database.
■Recommended for
1. Accounting personnel who frequently receive invoices via email
・Those who want to improve work efficiency by eliminating the need for manual entry of invoice information
・Those who want to reduce input errors and register accurate invoice information in the database
・Those who want to centrally manage invoice information in Notion for use in searches and analysis
2. Those who work based on invoice information
・Those who want to smoothly proceed with payment processing and approval procedures by having invoice information automatically registered in Notion
・Those who want to easily search and verify invoice information on Notion
3. Companies promoting paperless and efficient operations
・Those who want to digitize paper invoices to promote paperless operations
・Those who want to achieve operational efficiency and cost reduction through the automation of invoice processing
■Benefits of using this template
Manually transcribing invoices received via email into a Notion database takes a significant amount of time and can lead to transcription errors and information omissions.
By utilizing this flow, AI-OCR automatically reads invoices received via email and adds the necessary information to the Notion database, eliminating the need for manual data entry and greatly improving work efficiency. Additionally, the risk of human error is reduced, allowing for more accurate invoice management.
■Notes
・Please integrate Notion with Yoom.
・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).
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■Overview
The workflow "Automatically add files added to Box to Notion by reading them with OCR" is a business workflow that streamlines file management and information organization.
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■Recommended for
■Benefits of using this template
You can automate the process from file addition to information transfer, reducing the hassle of manual work.
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■Overview
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■Recommended for
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■Overview
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■Overview
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This enhances convenience as there is no need to access Dropbox directly.
■Recommended for
■Benefits of using this template
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This will make project progress smoother and strengthen the cooperation system among members.
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As a result, work efficiency improves, and there is more time to focus on other important tasks.
■Overview
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■Recommended for
■Benefits of using this template
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This will increase the time available to focus on other important tasks.
Additionally, the integration of Notion and Microsoft SharePoint eliminates the need for double data entry or copy & paste, improving work efficiency.
This is expected to maintain consistency in folder structure and management, enhancing the overall work efficiency of users.
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■Overview
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■Recommended for
■Benefits of using this template
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■Overview
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■Recommended for those who
■Benefits of using this template
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■Overview
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This allows you to maintain high-quality meeting minutes without hassle and facilitates smooth information sharing across the team.
■Recommended for
■Benefits of using this template
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By utilizing AI, the accuracy of summaries is improved, making it easier to confirm important information.
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By consolidating important email content into Notion, you can prevent data duplication, ensure that nothing gets overlooked, and improve team collaboration.
■Overview
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For those using Notion for project management or task tracking, the automatic addition of email content is particularly convenient.
Please take advantage of this workflow to make your daily operations smarter.
■Recommended for
■Benefits of using this template
■Overview
The "Summarize Gmail Content with AI and Add to Notion" workflow is a business workflow designed to streamline email management and information organization.
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■Recommended for
■Benefits of using this template
■Overview
The "Summarize Outlook Emails and Add to Notion" workflow reduces the burden of data entry tasks.
It automatically adds the content of emails from clients, preventing any omissions.
■Recommended for
■Benefits of Using This Template
By implementing a flow that adds Outlook email content to Notion, you can manage important information quickly.
This automation minimizes the effort required for information organization.
Summaries of each received email are quickly reflected in Notion, enabling prompt and appropriate responses.
Since all members can share the same information, team coordination becomes smoother, and decision-making speeds up.
It simultaneously achieves operational efficiency and accurate data management, contributing to improved business quality.
Set up automated notifications to alert relevant members via chat tools or email whenever a status update occurs in Notion.
■Overview
The "Notify Microsoft Teams after Notion Status Change" workflow is a business workflow aimed at streamlining status management.
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■Overview
The flow "When a record is added to Notion, create a report and store it in Box" integrates Notion and Box, automatically generating reports and saving them in Box when data is entered.
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■Overview
The flow "Create a report and store it in OneDrive when a record is added to Notion" is a business workflow that streamlines data management in Notion and automates the process of report creation and storage.
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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.
■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 relevant members through Gmail, triggered by status updates in Notion.
This eliminates the need for manual notification tasks, facilitating smooth information sharing.
By utilizing Yoom, the integration between Notion and Gmail is easily achieved, supporting the efficiency of daily operations.
■Recommended for
■Benefits of using this template
■Overview
The workflow "Send an email with Outlook when the status is updated in Notion" streamlines the task of sending emails.
Since emails are sent automatically upon detecting a status update, the workload is reduced.
■Recommended for
■Benefits of using this template
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This allows for quick measures and responses, ensuring a smooth workflow.
Additionally, this integration enables consistent information sharing, which is useful when sharing information with clients.
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Utilizing this flow can enhance the productivity of the entire team, enabling more effective business operations.
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.
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.
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!
