Streamline Your Workflow with Dropbox Invoice for Banking

How to find payment history on dropbox

hey it's time to free up your time to play more with your dogs don't let document creating entities dictate how you spend your precious moments today we are going to embrace our own solution document automation imagine replacing hours and hours of paperwork with more fun activities like going outside or playing with your dogs in today's automation I'm going to show you how we only need three ingredients first we need Dropbox for easy document scanning second we need open AI to create insights from all these scann documents and last but not least we need notion to store all these insights for easier access in the future all right how does this work now so first we have all our apps in place and we will take a picture of our invoice and our our case we directly use the Dropbox app to take a picture of our invoice then the invoice is going to be stored in Dropbox it doesn't matter if you take the picture with the Dropbox app or upload the file once the file is added we will send it to open AI extract all information and then we will use AI to transform our invoice into table then send the table to notion and voila our automation is done and now you ask how does it look like here's the example how uh finally extracted invoice looks like all right let's go through the automation step by step we are here in make.com I will link to the make.com tutorials in the description and we are now going to take a look step by step how we use Dropbox and Ai and notion to store our invoices so we never have to do it manually ever again so first step is we watch a folder and this folder will contain invoices either uploaded with our mobile app or just uploaded manually or moved from our file system then the next step is we create a share link because we need to download the invoice and then comes the interesting part we are going to analyze our invoice and I'm going to show you in detail how this works so we have a relatively simple prompt we are going to ask um Chad GPT please analyze this image and extract all information regarding car repairs the goal is to fill a database with the corresponding columns summary date of repair list of repairs done Enterprise and all we have to do is to use our share link We generated earlier and fill it in as the image URL for analyze images here's one thing that needs to be mentioned the um temperature is set to 0.2 which means we want the AI system to create um a focused and well defined response we don't need any create creative writing or anything else we want the data from our document in this case our invoice once all the data was extracted we are going to transform the text we extracted from the image into our format we want to store the data in in our case a table we use exactly the same prompt but our input is the extracted text from the image analysis and then we need to Define parameters for the AI to match data from the text to the data in our table and how are we going to do this we write our several parameters we will have access to these parameters later and then we say we want a summary and then we write the description a summary of repairs done the AI system will understand ah look I have lots of text and it explains that this is an invoice and I'm going to create a summary what I read in this text and then the output is going to be a short summary we can then use in our notion table then we want a repair date Rew write um a description what the repair date is and then we explain the format we want the date to be in and the AI system will automatically transfer this data and transform it into this format without us explaining how date formats work or anything else it's just easy as this and it's just amaz amazing and then we create a list of repairs and we want it to be an array that we can then later store data as well and then an overall price and here's the tricky part we explain that we want the total of the repairs done and not just the line items we want repairs done and then the AI system will understands ah I need to find this specific text that matches the total price on the invoice and with all that said our data is prepared and then we only add notion we have a database ID you can search for databases when you set this up and then we have access to all the fields we defined earlier here you see we have our summary then we have a repair date and we are going to pass the date because we know our dates will always be in the right format for us to pass and use in our database then we have a price we extracted the price earlier we have a list of repairs all our easy repairs that we extracted from the invoice and then last but not least um document link so once we search a notion for our invoice we then also know the file name and where to look for this invoice and last but not least we disable the sharing link because we don't need to share our link anymore and just like that the automation works you will find the link to GitHub in the description you can download the blueprint and then here at the bottom you can click import blueprint and import directly what you saw here and what I explained to you you just have to change the connectors and once this is done you have an invoice automation for yourself does it work now very good question we are going to take a look we click on run once and we have one example in the pipeline and here you see one file was fetched we created a shared link and now the invoice is being analyzed by open Ai and the vision API we get the result back the text is then transformed then the data is added to notion and here we go taada the data was transferred and added to our notion database and here's what I explained earlier we see our results here from the extracted invoice here's lots of text a summary a date and you see February 11th and then a list of repairs and everything else um what we want to extract and also you see here a total a total amount and now the magic part where this text is transformed into a structured table and we just put in the data here as you see and then we get a result back and the date is automatically transformed you see it here we have a short summary it's even shorter than the summary you see here the total price also amazing the system found the total price and here's the list of repairs and you see four repairs here and we get an array so a list with all these for repairs here and that's it this is a way how you can automate storing of invoices extract information from the invoices and you can imagine you can extract whatever you like from any document it works all the same you just need to analyze an image and then transform it into a database structure you want the data to be stored in and that's it and just like that we have created more free time so we can play with our dogs thanks for watching and I'm going to catch you in the next one