Explore Electronic Receipt Sample for Accounting with airSlate SignNow

Electronic receipt sample for Accounting

hey in this video I'm going to share how I constructed a uh make.com automation script that extracts um receipts and invoices that are sent to my inbox and uh you can use this actually to just take photos of receipts that you buy for your company send them to your email and it will automatically extract these so um let me get my face bit out of the way it looks like this but let's uh take a look at gmail first I set this up with Gmail so you can see here I sent an email just saying recept or receipt computer and in here we see we have an image of a receipt where I bought a computer for my company and up here I just forwarded a um an invoice from go high level with two PDFs so this is what we uh got to work and I have some other ones uh earlier here but let's see we pull this into our database I'm using AI tables you can use air tables AI tables Google Sheets doesn't really matter um as long as you have fields to put it into and I have segmented it into product so it tells me what product it is the seller the date reference number is for myself for my bookkeeping then I added in a an account selector so we it automatically selects which account um the money was pulled from I sometimes use my private account to buy business stuff um and that needs to be uh separated so I know where it goes then options here uncheck that is a manual process for bookkeeping then adds the price ex vat that's because I'm in Europe so we have a vat to it's a tax and it adds the curency and then I convert it into an approximate DKK which is Danish crowns I upload all the attachments here in this field you can see pulls in the uh PDF I then add the email subject and which email it came from just for good measurement let's go into make and see what we are doing first thing is to pull your emails and I've set this up with a Gmail note please note that you you can set it up with for example a specific accounting email if you don't want to scrape everything um and when you set this up remember not to set the folder to all email and then you need to select come on you don't want to select this one I just scanned my entire inbox from 2023 on this setting the problem with that is you'll also get all Spam all send email like you will get everything so please select inbox and save yourself a lot of operations um and I just scan everything um then we set the maximum results to 50 okay then you can rightclick and set choose where to start and then set a specific date so if you're setting this up the system I'll put a link to uh to the automation below you can set it to start back in for example December 1st 2022 and click okay then it will start from and pull in from uh the whole year of 2023 and Beyond if you're like me and you haven't pulled out all your receipts yet then uh you might want to do this and save yourself the hassle I am not going to do this I'm going to set my starting date from today then say 8 a let's just leave that there we can see it run afterwards then we're going to um look at the receipt all the information we're actually going to look at the email subject line the cender name the center address and if the attachments have any names and we're going to categorize this whether it is an receipt or an invoice that we need to track or like put into our accounting system so we got a prompt here bookkeeper you are tasked with categorizing yeah you can read all that in the script please categorize the following email then we add in the email um temperature set low we specify that it should only output a zero or a one so only output a zero if this email is not a receipt or a one if it is what this does is we set up a filter yes is receipt so the answer if that is equal to one it goes this way then I added a label so I will label all my emails with um invoice bookkeeping then we have a set variable here that is because we can read from the statements for example the last four digits of a credit card so I know that the company information my company card has these four digits and if it has these four digits then I used my private account big no but I sometimes do that then we do an iterator on the attachments so if we got any attachments especially PDFs or images whoops this one should be is image I'll get to that so here we say is PDF if the MIM type equals to application PDF then then it means that it is a PDF and we'll put it through Google Cloud Vision in order to use Google Cloud Vision you need to set up your Google Cloud account you need to set up a uh I can't remember a space or something and then add in the Google Cloud Vision API and then add your API key in here in new connection in order to get access to it there probably videos on that I won't go into this but we will select the Run uh text detection OCR with a file and iterate the result so if we got multiple we'll just do it but we'll we we iterate over here in this iterator instead so you can do Tiff or PDF and we are filtering by PDF we then get the we then aggregate the text so if we have multiple PDFs it will just add it in one long text file here if this is not a PDF it's if it's an image it will skip this iterator and it will do it in this iterator so if MIM type contains image because this can be PDF uh jpeg not PDF uh PNG sorry and jpeg or the uh Apple one which I can't remember so we just need to know that the MIM type contains image then we'll put it through Google Cloud run text detection OCR with an image again we'll just aggregate the text and now comes the fun part because this is a tbg4 node that will aggregate or it will pull output all the information that we put into this into a um array output so we're saying please use this template we want to Output product name seller name price X vat um currency date and then a date format that is correct and an account bank or that's just an example you only output the field uh the fil template and nothing else you never add ajason wrapper it does that sometimes but we took care of that then I add all the um like if product name is not available then use na not available and currency if account information is not available just set it to empty then we go ahead and add the account information so that is um my company information cre card that information goes there then we write take the information put it into we just restate that this is what we're going to do then we add in email subject Center name address email string and we kept that at 2,000 um characters because if it really is a receipt then we want to like shouldn't be more than 2,000 then we add the PDF file here and cap that at 5,000 characters and again add the image text and kep that at 5,000 characters there shouldn't be more text than 5,000 characters in an image for a receipt Max output th000 that's fine then we just parse this output here because this is not Json yet is just a string output so we parse the string output into a Json format and we remove like this Json wrapper because even though we said it should remove the Json wrapper it doesn't always do that and here comes a part where you will probably use something else if you're going to set up this system I'm using AI table so we create a record and it puts it into this bookkeeping receipts recepts for product product name seller seller name you can see that now we get this structured data from our adjacent rapper uh product name seller name date reference number nope account um instead of having to choose here we can then say map just do a cancel so I don't overwrite that come on and thinking come on there we go won't do that again options um unchecked because it's um we want everything that comes in to be unchecked or yeah we haven't looked at it yet price exv currency then we at the node more less the same as we put into to the uh through the AI email subject and from is that great then I need to get my AI table key in order to run these HTTP noes we're going to do an iterator for all the attachments inside the email we're going to upload a file um to my AI table we're going to create an array for each Ty file so if we have multiple PDFs or multiple um image files it will just create an array uh of this and we're going to separate by a comma which means that it outputs this as a correct array we're then going to um add the files so it's a two-step process for AI table you need to upload the files and you need to add the files to the correct record um so we'll do that we'll get the key here we'll get the record from that create record over here then the fields attachments is going to be this text aggregator that we put in here and the field is the attachment field it's literally this one attachments what we're referencing here and that's it um so this will uh go ahead and pull in the receipts I let's turn this no let's save let's do a run once see what it does because we set it earlier to today in the morning so now I'm going to pull 50 emails in and then let's see what we're going to we got an error why did we get an error inbox simple email no let's just try again see if that was just a random error I hope not or I hope it is because it was now I need to pause the video it might be that I just need to select the inbox from the root folder instead of having all inboxes so I'm selecting folder and then inbox over here I think was set incorrectly then choose where to start just to be certain so we'll do 0800 a. let's see if we can get this to run now and it's going to pull in there we go so it did something here let's just look see what we got for output message so that was the Boost space let's just sort filter here we [Music] go so that was these three and it found that it was a bank account because it read that and let's just see here four let's see what number four is message no output that was my computer from 2023 let's see up here yeah so this one was this email here you can see my beautiful image of this receipt got pulled in looking like this and it caught that this was paid privately because down here in this field you can actually see that the card equals to 2518 which is my private credit card and then um it noted like the price without vat as well put that in here so let's see six what did we get here choices output go high level that was the two high level accounts or um that was this one I think yeah so this one had two receipts or two it had an invoice and another PDF so here we got invoice and receipt so we pulled that in here and here and you can see that it picked up the 2383 and set that to bank so I now scanned my entire inbox from 20123 including spam because I didn't choose the correct folder in my [Music] um in my Gmail um Noe here so I will uh I will say that please do that and also when you select I also put in the whole email like down here I added in the entire message so like text content here so I scanned like all emails all spam for the whole year of 2023 so I burned like many million s on this let's just say that so don't do that um don't put in the entire message use this script instead so I hope this was useful um it certainly is for me because now I can have all my receipts and follow along with my bookkeeping because I'm also the accountant my company at the moment um and this saves me a lot of time digging through emails finding the right receipts um just keeping track of everything so um hope it was useful and you can download the scripts in the description until the next video bye