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Automate PDF Processing with AI Text Extraction

Writer's picture: Riolyn MurrayRiolyn Murray
Automate PDF's with AI | Growwstacks

Introduction


For businesses of all sizes today, managing PDF documents and extracting relevant information for storing its data by hand is recognized as a highly time consuming activity, in the modern digital workplace. It is guaranteed that one might take hours of valuable time to manually extract and organize data from PDFs no matter what the content might entail, whether you're working with contracts, invoices, receipts, or resumes, it boils down to the same time-taking process. This comprehensive guide will show you how to use Make.com and modern AI technology to optimize your entire PDF process, where you will invest lesser time.


The Power of PDF Automation: Understanding the Basics


Before diving into the technical setup, let's understand what makes PDF automation so powerful. Modern automation tools can:


  • Extract text from any PDF document automatically

  • Process multiple documents simultaneously

  • Convert unstructured data into organized spreadsheets

  • Handle various document types (invoices, contracts, resumes)

  • Maintain accuracy while saving significant time


Invoice in PDF format | Growwstacks

Traditional manual processing might take 5-10 minutes per document. With automation, this process happens in seconds, potentially saving hours each week.


Setting Up Your PDF Automation Workflow


  1. Configuring Gmail Integration


PDF Text Extraction Workflow | Growwstacks

The first step in our automation journey is setting up email monitoring in Make.com. Here's how:


  • Create a new scenario in Make.com

  • Add a Gmail trigger module

  • Configure the Gmail filter to watch for specific emails

  • Set up the monitoring interval (recommended: 15-30 minutes)


Pro Tip: Use specific Gmail filters to target exactly the PDFs you want to process. This ensures your automation only handles relevant documents.


2. Implementing Google Drive Storage


Google Drive Module Configuration | Growwstacks

After capturing the PDF, we need to store it securely:


  1. Add a Google Drive "Upload File" module

  2. Configure the target folder

  3. Set up file naming conventions

  4. Enable file sharing settings for AI processing


This step creates a stable storage solution and generates accessible links for our AI processing tools.


Leveraging AI for PDF Text Extraction


The best part of automation is when we successfully combine storage with AI-powered text extraction. This solution uses two powerful tools:


  1. 0Code Kit for initial text extraction

  2. OpenAI's GPT for structured data parsing


0Code Kit module configuration | Growwstacks

Setting Up Zero Code Kit


0Code Kit provides reliable PDF text extraction:


  1. Create a 0Code Kit account

  2. Integrate your API key with Make.com

  3. Configure the PDF OCR module

  4. Test the extraction accuracy


Cost Consideration: While 0Code Kit offers a free tier, the paid version ($10/month) provides more reliable results for business use.


Structuring Data with OpenAI Integration


OpenAI Module Configuration | Growwstacks

The extracted text needs structure to be useful. Here's how we use OpenAI:


  1. Configure the OpenAI module in Make.com

  2. Set up proper JSON formatting

  3. Define data extraction fields:


  • Invoice numbers

  • Dates

  • Line items

  • Totals

  • Tax information


    Spreadsheet of Text Extracted from PDF

This step transforms raw text into structured data ready for spreadsheet integration.


Creating Automated Spreadsheet Updates


The final step involves organizing the extracted data into useful formats:


  1. Set up Google Sheets integration

  2. Configure column mappings

  3. Implement data validation

  4. Create automated updating mechanisms


This creates a living document that updates automatically as new PDFs are processed.


Best Practices and Tips


To ensure your automation runs smoothly:


  1. Regular testing and monitoring

  2. Implementing error handling

  3. Creating backup procedures

  4. Documenting your workflow

  5. Training team members on the system


Taking Action: Next Steps


Ready to transform your document processing workflow? Here's how to get started:


  1. Book a Free Consultation: Visit https://www.growwstacks.com/get-free-automation-consultation to schedule your automation strategy session.


  1. Get Started with Make.com: Use our special offer link to receive 10,000 free operations: https://www.make.com/en/register?pc=growwstacks


  1. Custom Solutions: Have specific requirements? Connect with our experts via at admin@growwstacks.com for tailored solutions.


Conclusion


PDF automation represents a significant opportunity to streamline operations and reduce manual work. By implementing this system, you can:


  • Save 3-5 hours per week on document processing

  • Improve data accuracy

  • Scale document processing without adding staff

  • Concentrate on strategic tasks instead of manual data entry.


Investing in automation tools quickly pays off through time savings and improved accuracy. Begin small, test thoroughly, and scale as needed. Successful automation starts with a clear process and expands gradually. This framework adapts whether handling dozens or thousands of PDFs monthly. Ready to automate your workflow? Visit us at www.growwstacks.com to discover potential time savings with PDF automation.

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Contact Details

Official Company Name: M TEC Software and Business Automation Private Limited

Headquarters Address: BLOCK NO 148, HOUSE NO 119, PRARTHNA CHS, IN-FRONT OF CHURCH VIKRAM, KALWA, Thane, Maharashtra, India, 400605

Regional Office AddressOffice 105, 106 1st Floor, B M Tower, Sapna Sangeeta Road, Indore, 452001 MP, India

Phone no: +91-9039114144

Email: admin@growwstacks.com

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