September 07, 2024
1 minute read
Automating Receipt Processing with Low-Code Tools
As part of a recent project, I developed a demo workflow designed to simplify a common business task: receipt processing. The goal was to create a system that could:
- Capture a photo of a receipt
- Extract key data, such as:
- Value
- Vendor
- VAT details
- Automatically create a record in a low-code platform and assign it to the user’s Manager for approval.
Tools Used
For this workflow, I utilised the following tools:
Mobile Workflow
The first step is capturing an image of the receipt:
We achieve this using an Apple Shortcut that not only captures the image but also extracts the text from it:
This shortcut can be launched directly from the home screen using a widget for quick access:
I opted to use the Actions app to scan receipts, as it offers more flexibility than the built-in scanning feature. After extracting the text, the image and its data are sent to a waiting webhook in Make for further processing.
Using Make
Once Make receives the upload, it sends the image to Google Drive, generating a shareable link. It then uses OpenAI to process the extracted text and extract the necessary details, such as vendor and value. Finally, Make creates a record in SmartSuite, bringing everything together.
SmartSuite Integration
Now, the data is automatically stored in SmartSuite:
Initially, the record lacks some key details, such as the Manager. To resolve this, I set up a simple automation triggered upon record creation. This automation performs a few lookups and fills in the missing information:
Conclusion
This workflow demonstrates how simple process automation can save time, build consistency, and remove mundane tasks. If you find yourself repeating a process more than a couple of times or requiring consistent results, it’s worth considering automation.
