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

Step 1: Trigger on New File in Google Drive

• App: Google Drive
• Trigger: New File in Folder
• Purpose: Detect when a new PDF file is added to a specific folder.

Step 2: Configure Google Drive

• Drive: Select My Google Drive.
• Folder: Choose the folder where the multi-invoice PDF will be uploaded.

Step 3: Test the Trigger

Run a test to confirm that Zapier detects the uploaded PDF file correctly.

Step 4: Add PDF.co App – Split PDF

• App: PDF.co
• Action Event: Split PDF Into Multiple Files

Step 5: Configure PDF.co Split Action

• File Source: Use the file from Step 3.
• Page Numbers/Ranges: Enter * (asterisk) to split all pages into separate files.

Step 6: Test the Split Action

Confirm that each page of the original PDF is split into a separate invoice PDF.

Step 7: Add Looping by Zapier

• App: Looping by Zapier
• Action: Create Loop From Line Items
• Purpose: Iterate through the list of individual invoice URLs.

Step 8: Configure Looping

• Values to Loop: Use the output array of URLs from the Split PDF action.

Step 9: Test the Looping Setup

Run a test to ensure that each invoice PDF is processed in the loop.

Step 10: Add PDF.co AI Invoice Parser

• App: PDF.co
• Action Event: AI Invoice Parser

Step 11: Configure Invoice Parser

• Source File URL: Use the invoice file URL from the looping step.
• Custom Fields: Specify any additional fields not included in the common schema that should appear in the output.

Step 12: Test the Invoice Parser

Verify that the parser extracts key invoice data correctly from each file.

Step 13: Add Code by Zapier

• App: Code by Zapier
• Action Event: Run Python
• Purpose: Format the table items for easy mapping to Google Sheets

Step 14: Configure Run Python

• Input Data: Provide values for the required variable and include the output URL from the previous step.
• Code: Use the code below:

import requests

# Get the URL passed into this code step
url = input_data['json_url']

# Fetch and parse JSON
response = requests.get(url)
data = response.json()

# Extract all line items
line_items = data.get('lineItems', [])

# Return the full list of line items
return {
    "line_items": line_items
}

Step 15: Test the Python Code

This step returns the table items, which can be easily mapped to Google Sheets.

Step 16: Add Google Sheets Action

• App: Google Sheets
• Action Event: Create Multiple Spreadsheet Rows

Step 17: Configure Google Sheets Integration

• Drive: My Google Drive
• Spreadsheet: Select the target sheet
• Worksheet: Choose the relevant tab
• Data Mapping: Map each extracted invoice field to a corresponding column in the spreadsheet

Step 18: Test & Publish the Zap

• Run a test to make sure invoice data is added to the spreadsheet.
• Once confirmed, publish the Zap to go live.

Step 19: Review Results in Google Sheets

Open your Google Sheet and confirm that invoice data is populated correctly into separate rows.