Q:
I receive billing details (e.g., item names, quantities, and total amounts) via emails or forms, but unit prices are managed separately in a spreadsheet. Can I merge this data to create an invoice?
A: Yes, it is possible.
While this method relies on spreadsheet functions rather than a built-in Yoom feature, it’s achievable with some setup. We recommend retrieving all necessary data at the same time whenever possible for smoother integration.
👀 Scenario Overview
Billing information via Email
You will receive the following data via email
Item names
Quantities
Total amount
Email Trigger
An email trigger extracts this data.
Unit Prices
Unit prices are stored separately in a spreadsheet.
Data Merging
The extracted data and unit prices are combined to generate an invoice.
Invoice Creation
The final invoice is formatted and issued in a spreadsheet.
👉 Check this Flowbot Template
📝 Preparation (Before You Start)
🔹 Set up a spreadsheet as follows:
Set the second sheet to "Plain text" mode.
Each sheet should serve a specific function; refer to the spreadsheet template for details.
🔍 Step-by-Step Setup Guide
1️⃣ Create an Email Trigger
📩 How to Set Up Email Triggers → View Guide
📩 How to Forward Emails from Gmail & Activate Email Triggers → View Guide
2️⃣ Extract the Data
Use the "Extract Text (2 tasks)" action under the AI text extraction, to retrieve key invoice details from the email body.
Target text: Email body output
Items to extract: Names of invoice items.
3️⃣ Clean Up Data (if needed)
Extracted product names may contain extra spaces, which could cause errors in your spreadsheet processing.
Use replace data action under data conversion to remove any half-width spaces:
Text to Search in: Half-width space
Replacement text: Leave blank
4️⃣ Enter the Retrieved Data into the Spreadsheet
Select Google Sheets, and select the "Input Values into Range" action to insert extracted values into the spreadsheet.
Configure it accordingly for your spreadsheet integration operation.
How Google Sheets should look like after clicking Test ⬇️
5️⃣ Generate the Invoice
Go to Document Creation > Google Sheets.
Specify the below
Spreadsheet ID: select the Google Sheets invoice template.
Storage folder: select you want to keep the generated invoice document.
Exported File Name: Name the output invoice document name of your choice.
To Replace fields outside the detail section such as company name and billing date., click on Retrieve Replacement Conditions.
A list will be displayed. Enter what you want to replace the before with.
Hide all unnecessary sheets except the invoice sheet to prevent those from being included in the PDF.
⬇️ Here is the generated PDF
✅ Summary: How It Works
Extract invoice details from email.
Clean and format the data.
Merge extracted values with unit prices stored in a spreadsheet.
Format the invoice template and issue the document.
📚 Related Guides
📩 How to Set Up Email Triggers → View Guide
📩 How to Forward Emails from Gmail & Activate Email Triggers → View Guide
How to Convert Line Breaks to Half-Width Spaces → View Guide
Search Keywords
Search Keywords
Invoice, Replace, Trigger, Combine Data, Merge Values