Turn receipts and invoices into expense rows
Reads each receipt or invoice you link, pulls out supplier, date, total and tax, and adds a row to your expenses sheet.
Apps it connects
Authenticate each one once and the workflow is ready to run.
What it does
The integration steps this workflow runs, in the order it first runs them.
- 1Google SheetsRead column
- 2Google SheetsAppend row
How it works
Everything the template sets up, and what to fill in before the first run.
Replaces re-keying expenses by hand. You paste the links to a batch of receipts and invoices, and each one is read, its supplier, date, invoice number, total and tax are pulled out, and a row is added to your expenses spreadsheet.
Rows are only ever appended, and the columns are fixed in this order: Recorded on, Supplier, Invoice date, Invoice number, Total, Tax, Currency, Source link. Give your expenses tab those headings in that order. Values are written exactly as they were read, so nothing is reinterpreted as a formula or as a different date.
A wrong figure costs far more than a missing row, so the workflow refuses to guess. If no supplier, date or total could be read, or the reader was not confident about the document, the row goes to a 'Needs review' tab instead - the same columns plus a last column saying exactly what is wrong - so it is waiting for a person rather than sitting unnoticed in your ledger. A figure that was not found is left blank rather than written as a zero. A link that is not a web address, or a file that cannot be opened, is listed there too, and the rest of the batch still goes through.
Links already in the Source link column of your expenses tab are skipped, so you can add a few new receipts to the list and run it again without re-entering the earlier ones.
Set it up by pasting your links into the 'receiptLinks' step, one per line. Each link must open the PDF, PNG, JPG or WEBP file directly without signing in - a share link that opens a preview page will not work. Then paste your spreadsheet's address into the 'spreadsheetUrl' step. The two tab names and the 25-links-per-run limit are steps you can change.
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