Create and Manage Your Apple Invoice PDF for Administration Effortlessly

Apple invoice pdf for Administration

today I want to show you something really cool I've been uh trying for years to find out a way to have uh Apple shortcuts uh automatically rename my files uh especially my invoice files so whenever I get an invoice or a receipt from an online service or a product I bought on Amazon and so on uh I would manually download it to my computer rename it and move it to my Dropbox and that uh for uh average computer uses that might sign sound completely normal but for me that's a repetitive task and I hate it so I found a way to automate it using Apple shortcuts it took me some years to get here because of the technology just really hasn't been there yet but now it really works especially with some of the upgrades around the AI open AI API so uh here on the screen right now you're looking at it this is uh my setup for automating uh gen generating PDFs from the iPhone directly so whenever you get an email you can actually um get into a print screen so if you go to the bottom of the email app and then click the the arrow you will get this sort of uh share feature where you can forward and reply and so on but in the if you scroll a bit down you'll get to print and there you will get actually a PDF uh popup and there you can then decide what you want to do with that and you have the share menu in the very top and that gives you Apple shortcuts uh available to do whatever you want so I made what you see here on the screen and this allows you to uh rename files copy it moving it around so I'll just go through uh this setup here and hopefully you get inspired maybe you can make one for yourself so let's dive into it uh initially uh whenever you click this share screen you will actually uh just get in either a PDF or or text depending on where you do it on your iPhone I just mentioned mail and then the print and that in that case you would get an a PDF but you might also just uh share an email or or some other text to uh directly like this so in the case that it is not a PDF you're sharing I'm actually turning it into a PDF before moving forward and then when I have a PDF I turn it back into text so I can analyze it and I extract the PD the text from the PDF up here and input it into my little prompt down here so here I've spe specified what it is I want the API to do I want to create a file name based on the input um I get the original file in case there's some interesting info in the file that might be the invoice number or something like this then I continue on to uh describe the file format that I prefer uh in this case I want month first so that when I see my invoice overview I always have the months and then uh next it's sorted by date and then by year I always have my invoices in a folder per year so that is not a problem if I don't put the year in front of it then I want the AI to automatically find out who the selling company is and what product I bought in this case so it could be a service or an Amazon product whatever it would actually automatically figure out what it is and put it in here and here I give some examples so it could be uh October the 10th of 20 23 and it's a digital old um server hosting uh invoice and then I move down to describe how I want the the output to become I want it uh completely clean no explanation no hey I'm not I'm a chatbot I don't scrape the internet all this stuff they write sometimes I just want to clean just the file name and then I give the actual content from the PDF as the input here and and then I also tell me that my company name is trigger growth so I don't want it to put that in there if it somehow finds that company name in the in the in the invoice then I move on to actually sending this request to open Ai and use their D Vinci model and uh some of these are just settings for the creativity and so on and uh the max s I don't want a lot of ticks coming out just a clean file name then I extract some information using regular expression for example I would like the gear out so for example up here we have 23 and I used that down here to put it into folders so this is actually imagin an imaginary path because mine looks a bit different uh but uh it would be Co invoices and then 2023 and then the name of the the invoice and then I actually Chang the name of the PDF and finally I save it uh to Dropbox giving these uh settings so yeah that's all there is to it it might look a bit complicated if you haven't worked with the Apple shortcuts before but I also just wanted to give you some sort of idea of what's possible with this technology um and just the new opportunities that are with all this open AI stuff like renaming files or figure out what what's in files like summaries and so on there's a bunch of opportunities um and now with the new action buttons on iPhone and Apple watch we we can really do some some cool stuff with shortcuts so I might share some other cool things in some coming videos so subscribe if you haven't and thank you so much for watching today