Extracting order and invoice data from emails Intermediate
Pull order numbers, amounts, dates and vendors out of confirmation emails and PDF invoices into a Google Sheet.
What you'll learn
- Setting up the sheet
- Extracting from email and PDFs
- Checking the results
Before you start
- The Grok Bot app, installed and signed in. New? See where to download it and installing and signing in.
- Gmail or Outlook connected.
- Google Sheets connected (how).
1. Make a sheet
Columns: Date, Vendor, Order/Invoice #, Amount, Link to email. Ask the bot to create it.
2. Extract
- Ask:
Find invoices and order confirmations from last month, including PDF attachments, and add one row per document to my 'Expenses' sheet.
- The bot reads each message (and opens PDFs) and fills the rows.
3. Check the results
- Spot-check 5 rows against the originals.
- Ask the bot to flag rows it was unsure about.
- Check totals: "Sum the Amount column."
4. Repeat monthly
Save the steps as a skill and add a monthly routine.
Ideas to try
- Tax prep.
Collect every receipt email from this year into a sheet with a category column.
- Side hustle supplies.
List all supplier invoices from Q3 and total them.
- Reimbursements.
Find my work travel receipts from last week and make a sheet.
- Subscriptions.
Find recurring charges in my email and list them with amounts.
Tips
- Always keep the link to the original email.
- Check currency and taxes.
- Scanned PDFs can be harder to read; check those rows.
Facts about the Grok Bot app come from Cursor's official Grok Bot documentation. Menus and services change; if something looks different, check the official docs or ask your bot.