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Google sheets

Automate PDF invoice data extraction to Google Sheets

This workflow automates the processing of invoices by extracting key information from PDF invoices stored in a Google Drive folder using AI-powered natural language processing with OpenAI. The extracted data is then automatically inserted into a Google Sheets spreadsheet, streamlining the invoice management process and reducing manual data entry.

This solution is designed for companies that manage invoices through Google Drive, business owners seeking to minimize manual data entry, and accounting/finance teams looking to automate invoice processing. The workflow integrates Google Drive, Google Sheets, and OpenAI's language model to enable this end-to-end invoice processing automation.

Updated Apr 6, 2026Est. run: 26sEst. cost: $0.0703
How Latenode estimates time and cost

Latenode bills workflow runs in credits: 1 credit = 30 seconds of processing. Minimum charge per run depends on your plan. Plug-and-Play (PnP) AI nodes are billed separately—each PnP token is $1 USD, charged pay-as-you-go at vendor cost plus a small processing fee, with no API keys required.

Full pricing — how credits work →
Documents & invoicing

Workflow preview

What this template does

  • Extracts key information from PDF invoices stored in a Google Drive folder using OpenAI's natural language processing
  • Automatically populates a Google Sheets spreadsheet with the extracted invoice data
  • Reduces manual data entry by automating the invoice processing workflow
  • Designed for companies managing invoices through Google Drive and accounting/finance teams
  • Generates a Google Sheets spreadsheet with the processed invoice data

How it works

1
Trigger

Monitor Google Drive Folder

The workflow begins by continuously monitoring a designated Google Drive folder for new PDF invoice files.

2
Action

Download Invoice PDF

When a new PDF invoice file is detected in the Google Drive folder, the workflow downloads the file for processing.

3
AI

Extract Invoice Data

The downloaded PDF invoice file is then processed using an OpenAI language model, which extracts key information from the invoice text, such as the supplier name, invoice number, total amount, and other relevant details.

4
Logic

Structure Invoice Data

The extracted invoice data is transformed into a standardized format suitable for insertion into a Google Sheets spreadsheet.

5
Action

Insert Invoice to Spreadsheet

The structured invoice data is then automatically appended to the corresponding Google Sheets spreadsheet, streamlining the invoice management process and reducing manual data entry.

Setup guide

1

Add Google Drive Credential

In the Latenode Credentials panel, add a new Google Drive credential by clicking 'Add Credential' and selecting 'Google Drive'. Follow the OAuth flow to authenticate your Google account and grant the necessary permissions to access your Google Drive.

2

Configure Google Drive Folder

In the Google Drive node settings, select the folder you want to monitor for new invoice PDFs. Specify the folder path or ID to indicate the source location for the invoice files.

3

Add OpenAI Credential

In the Latenode Credentials panel, add a new OpenAI credential by clicking 'Add Credential' and selecting 'OpenAI'. Enter your OpenAI API key to enable the invoice parsing functionality using the OpenAI language model.

4

Configure Google Sheets Destination

In the Google Sheets node settings, specify the Google Sheets document and spreadsheet where you want to insert the extracted invoice data. Map the structured invoice fields to the corresponding columns in the spreadsheet.

5

Review Workflow and Test

Review the configured nodes and connections in the Latenode builder. Test the workflow by uploading a sample invoice PDF to the monitored Google Drive folder and verify that the data is correctly extracted and populated in the Google Sheets spreadsheet.

Requirements

Google Drive account with access to the folder containing PDF invoices
Google Sheets account with permissions to create and edit a spreadsheet
OpenAI API key for accessing the language model used to extract data from invoices
Latenode workspace with the following nodes configured: Google Drive, OpenAI GPT Assistant, Google Sheets

FAQ

Common questions about this template

Each run uses credits on your Latenode plan. We charge for processing time (1 credit = 30 seconds). Your actual cost depends on your plan and how long the run takes. See pricing plans for plans and how credits work.
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