Extract text from screenshots attached in Gmail with OCR and add it to Google Sheets

■Overview

Reviewing screenshots of invoices and receipts received in Gmail and manually transcribing their contents is not only time-consuming but also prone to oversights and input errors. With this workflow, receiving a specific email triggers OCR to automatically extract text from attached images and record it in Google Sheets, helping streamline these routine tasks and improve accuracy.

■Who should use this template

• Anyone who manually transcribes the contents of images received in Gmail into Google Sheets
• Accounting professionals who regularly process invoice and receipt images and spend significant time on transcription tasks
• Anyone who wants to automate text extraction and data entry from image files and improve operational accuracy

■Benefits of using this template

• Automatically OCR attached images in Gmail and record the results in Google Sheets, reducing the time spent on manual transcription.
• Automating the process helps prevent human errors such as transcription mistakes and missed checks, improving data accuracy.

■How the Flowbot works

1. First, connect Gmail and Google Sheets to Yoom.
2. Next, select Gmail as the trigger and set the action to “When an email matching specific keywords is received.”
3. Then, configure a branch in the operation so that subsequent processes run only when the email contains an attachment.
4. Set the OCR operation to “Read any image or PDF” to extract text from the attached file.
5. Finally, set the Google Sheets operation to “Add a record” and add the extracted data to the specified sheet.

※ “Trigger”: An action that starts a flow. “Operation”: An action that processes data within a flow after the trigger starts.

■Customization options

• In the OCR action settings, you can customize the fields to extract from the image file you want to process.
• For the Google Sheets “Add a record” action, you can specify the spreadsheet ID, tab name, and table range where the data should be written.

■Notes

・Connect both Gmail and Google Sheets to Yoom.

・Branching is an operation available on the Mini plan and above. Please note that on the Free plan, the configured Flowbot operation will result in an error.

・Paid plans such as the Mini plan include a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise subject to restrictions.

・AI operations for OCR and speech-to-text are available only on the Team and Success plans. Please note that on the Free and Mini plans, the configured Flowbot operation will result in an error.

・Paid plans such as the Team and Success plans include a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).