Automate Invoice Splitting and Data Extraction Using AI Invoice Parser and Zapier

This tutorial demonstrates how to use the PDF.co API to split a PDF containing five invoices into individual files, extract details from each invoice with AI Invoice Parser, and add the data to a Google Spreadsheet using the Zapier platform integration.

Sample PDF Invoice
Sample PDF Invoice

Here are the simple step-by-step instructions to automate the process:

Step 1: Google Drive New File in Folder

Use the Google Drive "New File in Folder" option to select the specific PDF file containing the multiple invoices.

Step 2: Setup Google Drive Configuration

  • Select "My Google Drive" as the drive to be used for this automation.
  • Choose the specific folder within your Google Drive where the PDF file is located.
New File in Folder in Google Drive

Step 3: Test Trigger

Test trigger to access the specific file in your Google Drive folder.

Test Trigger

Step 4: Add PDF.co App

Add the PDF.co app and the Split PDF Into Multiple Files feature to split the PDF invoice into individual invoices.

Add PDF.co App

Step 5: Setup PDF.co Configuration

  • Select the File property to point to the PDF file you want to process.
  • In the Page Numbers/Ranges field, input the asterisk (*) symbol to split all the PDF pages into individual files.
Split PDF Into Multiple Files

Step 6: Test PDF.co Action

Now, let’s proceed to test the action to split the PDF invoice into individual invoices.

Split PDF Into Multiple Files

Step 7: Looping by Zapier

Let's integrate the Looping by Zapier to our workflow to process each invoice URL individually. We'll use the "Create Loop From Line Items" option.

Create Loops From Line Items

Step 8: Setup Looping from Line Items

In the "Values to Loop" field, enter the variable name for the invoice URLs. This variable will reference each URL in the loop. In the next text box, choose the generated invoice "URLs" from PDF Split module.

Create Loops From Line Items

Step 9: Test Looping from Line Items

Let's test the Looping by Zapier to iterate through each invoice URL.

Create Loops From Line Items

Step 10: PDF.co Invoice Parser

Let's add the PDF.co AI Invoice Parser feature to extract information from these individual invoices.

PDF.co Invoice Parser

Step 11: Setup Invoice Parser

Select the Invoice URLs from the output of the looping step.

Setup AI Invoice Parser

Step 12: Test Invoice Parser

After setting up the configuration, test the action to extract the data from each PDF invoice.

Test AI Invoice Parser

Step 13: Add Google Sheets

Let's integrate the Google Sheets action to save the extracted data from the invoices and select the "Create Multiple Spreadsheet Rows" option to save the extracted data from each invoice into separate rows.

Create Multiple Spreadsheet Rows

Step 14: Setup Google Sheets

  • Specify "My Google Drive" as the storage location.
  • Choose the target Spreadsheet and Worksheet to save the extracted data.
  • Map the parsed invoice data to the corresponding columns in the Google Sheet
Create Multiple Spreadsheet Rows
Configure Google Sheets

Step 15: Test Action and Publish

Now, test the action and publish your Zap. Once your Zap was published the looping step will handle all the extracted data from your invoices.

Test Action and Publish

Step 16: Data Added in Google Sheets

Now, open your Google Sheets to see the results.

Data Added in Google Sheets
Google Sheet Result

In conclusion, this tutorial has walked you through using the PDF.co API and Zapier platform to manage your invoice processing workflow. By splitting a PDF with multiple invoices into individual files, extracting essential data, and adding that data to a Google Spreadsheet, you can save time and reduce manual effort.