When a receipt is uploaded to Box, use AI to identify the expense category and add it to Microsoft Excel

■Overview

Processing monthly receipts and uploading them to Box is convenient, but do you find it time-consuming to determine the account category and enter the data into Microsoft Excel afterward? Manual work takes time and often leads to input errors and inconsistencies in account category selection. With this workflow, when a receipt is uploaded to Box, AI automatically determines the account category and adds it to Microsoft Excel, helping improve the efficiency and accuracy of expense processing.

■Who should use this template

• Accounting professionals who use Box and Microsoft Excel to manage receipts
• Anyone interested in using AI to automatically determine account categories and improve operational efficiency
• Anyone looking to reduce the burden of manual data entry and minimize human error

■Benefits of using this template

• Automate everything from uploading files to Box to adding data to Microsoft Excel, reducing the time spent on manual work.
• Prevent human errors such as input mistakes and incorrect account category selection with AI-powered account category determination and automatic data entry, improving operational quality.

■How the workflow works

1. First, connect Box and Microsoft Excel to Yoom.
2. Next, select Box as the trigger, set the “When a file is uploaded to a folder” action, and specify the target folder.
3. Then, set up Box’s “Download a file” action as an operation to retrieve the uploaded receipt file.
4. Next, configure the OCR feature and use the “Extract text from an image or PDF” action to extract information from the receipt as text data.
5. Then, configure the AI feature and use the “Generate text” action to determine the account category based on the extracted text.
6. Finally, set up Microsoft Excel’s “Add a record” action as an operation and add the information extracted by OCR and the account category determined by AI to the specified sheet.

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

■Customization options

• In the Box trigger settings, you can specify any folder to monitor for uploaded receipt files.
• With the OCR feature, you can customize which items to extract from receipt files, such as dates, amounts, and payees.
• With the AI feature, you can customize the prompt used to determine account categories. You can also include extracted information or fixed text as variables and specify the language of the generated text.
• For the Microsoft Excel “Add a record” action, you can flexibly customize which information—such as data extracted by OCR or AI results—is assigned to each column in the Excel sheet, as well as set fixed values.

■Notes

• Connect both Box and Microsoft Excel to Yoom.
• Microsoft 365 (formerly Office 365) offers plans for home users and businesses (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
• The OCR AI operation is available only on the Team and Success plans. Please note that on the Free and Mini plans, the configured workflow 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 apps and AI features (operations) that are restricted on other plans.
• The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
• For details on the file sizes supported by the trigger and each operation, see the following article.
  See this article
• Please note that OCR may not be able to read data containing more than 6,500 characters or text that is too small.
• For details on configuring operations that work with Microsoft Excel databases, see the following article.
  See this article