Example: Auto-Enter Receipt & Invoice Data
An example of automatically reading dates, amounts, and items from scanned receipts, PDF invoices, and image files and entering them into a spreadsheet. Useful for organizing corporate card receipts and managing vendor invoices.
If you’re manually entering data from receipt images and PDF invoices sent by team members into Excel one by one, the agent can take over this process.
Before
1–2 minutes of manual entry per receipt, prone to mistakes
After
Instant entry with a single request after attaching the file
Step 1: Prepare the Input Form
Start by creating a sheet and setting up headers to store the data.
| A | B | C | D | E | F |
|---|---|---|---|---|---|
| Date | Vendor | Item | Amount | Tax | Notes |
Or ask the agent to do it:
"Create a table for storing receipt data.
Columns should be: Date, Vendor, Item, Amount ($), Tax, Notes."Step 2: Attach Files and Request Extraction
Attach Files
Click the file attach button at the bottom of the chat input, or drag files onto the input. Supported formats: Images (PNG, JPG, WebP), PDF
Request Extraction
With the file attached, type your request:
"Read the date, vendor, item, amount, and tax from the attached receipt
and enter it in the next empty row of the table in Sheet1."Review the Result
The agent reads the file and enters the data into the appropriate cells. The agent will let you know if any items were unclear.
Step 3: Process Multiple Files at Once
You can also attach multiple files at the same time.
"Extract data from each of the 3 attached receipts
and add them one row at a time to the table in order."For PDFs, you can specify which page to read.
"Extract only the billing items on page 2 of the attached PDF."Step 4: Auto-Calculate Totals
Once all data is entered, request the calculations:
"Calculate the total for the amount column and add it below the last row.
Also create a separate table with subtotals by vendor."Save as a Workflow
Save this flow as a workflow so next time you just attach the file and run it.
"Create a workflow that automatically enters receipt files into the table.
Name it 'Receipt Entry'."Tip: Writing “This workbook is for managing corporate card receipts. Column D amount includes VAT.” in the AI Note means the agent always enters data in the correct column without needing an explanation every time. → Write AI Notes
Once your receipt log grows into the thousands of entries, a table suits it better than a workbook sheet. It handles the questions you keep coming back to, like totals by vendor or by period. → Store payment data in a table and analyze it