Transforming Business Efficiency: How I Automated My Mom’s Invoice Management with AI
Hello, readers!
I’m excited to share a project that not only benefited my mom but also allowed me to dive deep into the realm of AI automation. My mother operates a small business and grapples with the tedious task of managing invoices. To simplify her workload, I developed an AI-powered system that streamlines invoice management straight from her Gmail account. The results have been remarkable—she has saved an astounding 20 hours that she no longer spends manually tracking invoices!
Why Automation?
Managing invoices manually can be particularly challenging. It often involves tracking numerous emails and logging data into spreadsheets, a process that can be both time-consuming and prone to errors. By introducing automation, I aimed to free up valuable time for my mom, making the daily grind a bit easier and much less stressful. On a personal note, I must say that I’ve noticed a significant decline in her stress levels—she’s certainly less likely to express her frustrations toward me these days!
The Tools Behind the Magic
To build this solution, I used a strategic tech stack that includes:
- Composio: Facilitates the integration between Gmail and Google Sheets.
- Nanonet: Handles the extraction of data from PDF invoices.
- CrewAI: Manages Artificial Intelligence orchestration.
- React + Vite: Provides a dynamic frontend interface.
A Glimpse into the Workflow
Here’s how the entire process unfolds:
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Keyword Setup: We begin by identifying specific keywords that will help locate relevant invoice emails. This involves creating a JSON file that outlines the attributes we wish to extract from the invoices.
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Email Polling: An event listener is then configured to scan the Gmail inbox, fetching emails that correspond to the predefined keywords.
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PDF Processing: After locating the correct emails, we utilize an agent developed with GPT-4o and CrewAI to process the PDF attachments according to the specified attributes.
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Data Extraction: Finally, we employ Nanonet to extract essential data points from the invoices and automatically update the information in Google Sheets using the integrated system.
What’s Next?
While the system has proven effective, there are still some rough edges
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