When you receive an invoice in Outlook, use AI OCR to extract the details and add them to Microsoft Excel

■Overview

Processing invoices received in Outlook can involve time-consuming tasks such as opening attachments, checking their contents, and manually entering the data into Microsoft Excel. When invoice volumes are high, the risk of input errors and missed checks also increases. This workflow automates the entire process—from receiving invoices in Outlook and extracting their contents with AI OCR to adding the data to Microsoft Excel—helping eliminate these challenges and streamline your operations.

■Recommended for

• Accounting teams that manually transfer invoice details received in Outlook to Microsoft Excel
• Anyone looking to reduce human errors such as input mistakes and missed checks during invoice processing
• Anyone looking to streamline monthly invoice processing and free up time for core tasks

■Benefits of this template

• Automating the entire process from receiving invoices in Outlook to registering the information in Microsoft Excel reduces the time spent on manual processing.
• AI OCR reads and automatically transfers invoice details, helping prevent human errors such as manual entry mistakes and missed items.

■Flowbot steps

1. First, connect Outlook and Microsoft Excel to Yoom.
2. Next, select Outlook as the trigger, set the “When an email is received” action, and specify conditions such as the subject or sender.
3. In the next operation, set Outlook’s “Get email attachment information” action to retrieve attachment details from the received email.
4. Then, set Outlook’s “Download email attachment” action to download the attachment you retrieved.
5. Next, set the OCR feature’s “Read any image or PDF” action to extract the necessary information from the downloaded invoice file.
6. Finally, set Microsoft Excel’s “Add a record” action to add the information read by OCR to the specified Excel file.

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

■Customization options

• In the OCR action settings, configure the items you want to extract from the invoice, such as the invoice amount, payment due date, and customer name, as well as the AI model and reading language.
• In the Microsoft Excel “Add a record” action settings, you can configure the workflow flexibly—for example, by entering fixed values in specific columns or dynamically inserting values obtained in previous operations.

■Important notes

• Connect both Outlook and Microsoft Excel to Yoom.
• You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
  Your plan determines the shortest available trigger interval.
• Microsoft 365 (formerly Office 365) offers plans for home use and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
• AI operations for OCR and speech-to-text are available only on the Team and Success plans. On the Free and Mini plans, the configured Flowbot operation will result in an error.
• Paid plans include a two-week free trial. During the free trial, you can use apps and AI features (operations) that are subject to plan restrictions.