When a receipt arrives in Outlook, use AI to categorize the expense and add it to Notion
When a receipt arrives in Outlook, use AI to categorize the expense and add it to Notion
Launch this workflow to connect
Notion &
Microsoft Outlook
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■Overview
Do you spend too much time processing receipts received in Outlook and recording the details in Notion? Extracting information from attached receipts, determining the appropriate account category, and entering the data manually can be time-consuming and prone to errors. With this workflow, simply receiving an email with an attached receipt in Outlook triggers AI to automatically determine the account category and add the required information to Notion, helping you streamline the entire process.
■Who This Template Is For
- Accounting professionals who spend too much time managing receipts received in Outlook and processing expenses
- Anyone who uses Notion to centrally manage expense information and wants to automate data entry
- Business process improvement professionals looking to streamline tasks such as determining account categories with AI
■Benefits of This Template
- Automates everything from extracting information from receipt emails received in Outlook to entering it into Notion, reducing the time spent on manual work.
- Reduces the risk of human error, such as data entry mistakes and incorrect account category selections, through AI-powered classification and automatic data entry.
■Workflow Steps
- First, connect Outlook and Notion to Yoom.
- Next, select Outlook as the trigger and set the action to “When an email with a specific subject is received.” This detects incoming emails that meet the specified conditions.
- Next, set up branching in the operation to route the workflow based on specific conditions.
- Then, configure Outlook’s “Get information from email attachments” and “Download email attachments” actions to retrieve the receipt file from the received email.
- Next, configure the OCR action “Extract text from images and PDFs” to extract text from the downloaded receipt file.
- Then, configure the AI action “Generate text” to determine the account category based on the extracted text and other information.
- Finally, configure Notion’s “Add a record” action to automatically add the OCR-extracted information, the account category determined by AI, and other details to a Notion database.
※“Trigger”: An action that starts the workflow. “Operation”: An action that processes data within the workflow after the trigger starts.
■Customization Options
- In the Outlook trigger settings, you can specify the folder where emails are received and the keywords included in the subject lines of target emails.
- With the OCR feature, you can customize which fields to extract from receipt files, such as the date, amount, and payee.
- With the AI feature, you can freely customize the prompt used to determine the account category. In addition to standard instructions, you can also include information obtained in previous operations as variables.
- You can flexibly customize each property (field) in the Notion database by choosing which information obtained in previous steps to assign or setting a fixed value.
■Notes
- Connect both Outlook and Notion to Yoom.
- Microsoft 365 (formerly Office 365) offers personal and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
- You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes.
- Please note that the shortest available trigger interval varies by plan.
- Branching is an operation available on the Personal plan and above. On the Free plan, the configured workflow bot operation will result in an error.
- Paid plans such as the Personal plan include a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise subject to restrictions. For details, see the Pricing Plans page.
- Please note that OCR may not be able to read data containing more than 6,500 characters or text that is too small.
- 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 size limits for triggers and individual operations, see File Size Limits.
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No-Code API Actions
Executable API actions
Flowbot triggers
When a Page Is Created or Updated
When a Database Is Created or Updated
When Receiving a Webhook
When a Page Is Created (Webhook)
When Page Content Is Updated (Webhook)
When a Page Is Deleted (Webhook)
When Page Properties Are Updated (Webhook)
When a Comment Is Created (Webhook)
When a Comment Is Updated (Webhook)
When a Comment Is Deleted (Webhook)
When a Page in a Specific Data Source Is Created or Updated
When Data Source Content Is Created or Updated (Webhook)
When a Specific Subject Email Is Received
When an Email Is Received
When an Event Is Registered in the Calendar
When a Calendar Event Is Added or Updated
When a Task Is Created
When an Email Is Received
Flowbot operations
Retrieve Page Information
Update Page Property (Text Property)
Update Page Property (Number Property)
Update Page Property (Select Property)
Update Page Property (Multi-select Property)
Update Page Property (Date Property)
Update Page Property (Checkbox Property)
Update Page Property (URL Property)
Update Page Property (Email Property)
Update Page Property (Phone Property)
Retrieve Blocks from a Specific Page
Retrieve List of Users
Update Page Property (Relation Property)
Add a Sub-item to a Specific Record
Issue File Upload ID
Upload File
Update Page Properties (File Property)
Download File
Flowbot triggers
When a Page Is Created or UpdatedWhen a Database Is Created or UpdatedWhen Receiving a WebhookWhen a Page Is Created (Webhook)When Page Content Is Updated (Webhook)When a Page Is Deleted (Webhook)When Page Properties Are Updated (Webhook)When a Comment Is Created (Webhook)When a Comment Is Updated (Webhook)When a Comment Is Deleted (Webhook)When a Page in a Specific Data Source Is Created or UpdatedWhen Data Source Content Is Created or Updated (Webhook)
Flowbot operations
Retrieve Page InformationUpdate Page Property (Text Property)Update Page Property (Number Property)Update Page Property (Select Property)Update Page Property (Multi-select Property)Update Page Property (Date Property)Update Page Property (Checkbox Property)Update Page Property (URL Property)Update Page Property (Email Property)Update Page Property (Phone Property)Retrieve Blocks from a Specific PageRetrieve List of UsersUpdate Page Property (Relation Property)Add a Sub-item to a Specific RecordIssue File Upload IDUpload FileUpdate Page Properties (File Property)Download FileGet Page Details (List File Information)Search Pages and Databases by TitleCreate Page from Template (Title Only)Update Database Property NameUpdate Page Property (Title Property)Search Text in a Data Source’s Formula PropertyAppend Content to a PageRetrieve Child Blocks of a Page or BlockRetrieve Data SourceRetrieve DatabaseCreate PageGet Page (Markdown)Append Content to PageReplace Page ContentUpdate Page Properties (User Properties)Lock a PageRetrieve CommentRetrieve Comments
Flowbot triggers
When a Specific Subject Email Is ReceivedWhen an Email Is ReceivedWhen an Event Is Registered in the CalendarWhen a Calendar Event Is Added or UpdatedWhen a Task Is CreatedWhen an Email Is Received
Flowbot operations
Create an Event in My CalendarCreate a CalendarCreate an Event in a Specified User's CalendarGet Email Attachment InformationDownload Email AttachmentsDelete Event from a Specific User's CalendarUpdate Event in a Specific User's CalendarDelete Event from My CalendarUpdate Event in My CalendarCreate Task (with Reminder Settings)Create a Task (Reminders Not Supported)Search Events in My CalendarSearch Events in a Specific User's CalendarFind Meeting TimesGet Calendar ViewRetrieve Mail MessagesMove MessageRetrieve a Specific MessageSearch Messages in a Specific FolderUpdate MessageFind a Specified User's Free/busy ScheduleRetrieve a Specified User's Calendar ViewRetrieve a Specified Group's Calendar ViewRetrieve a List of Members in a Specified GroupMore inspiration for you
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