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About this template
What this workflow does
Automatically process purchase order PDFs from Gmail emails and create sales orders in Zoho Books using AI-powered data extraction.
Key benefits
- Automated order processing
- AI-powered data extraction
- Real-time email monitoring
- Data validation before order creation
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Customize the flow
Build your own version of this workflow
Every module in this template is fully customisable. Add triggers, swap actions, or extend the logic using appse ai's no-code visual builder.
Inside the flow
How the template works
appse ai runs this workflow end to end for Gmail — automatically, every single day. Here is exactly what happens when this template runs.
Search for unread purchase order emails in Gmail
The workflow searches Gmail for unread emails with subjects containing order, SalesOrder, or Purchase Order that have attachments.
Retrieve email details and download PDF attachment
Fetches the full email details and downloads the attached purchase order PDF from the matching email.
Decode PDF and extract order details using OpenAI
Decodes the base64-encoded PDF attachment and uses OpenAI to extract structured order data including company name, contact person, email, SKUs, and quantities.
Convert AI response to structured JSON
Converts the OpenAI response into structured JSON format for downstream processing.
Look up contact by email in Zoho Books
Searches for the contact in Zoho Books using the email address extracted from the purchase order.
Validate contact existence
Checks if the contact exists in Zoho Books before proceeding with sales order creation.
Split and look up items by SKU in Zoho Books
Splits the list of SKUs from the purchase order and looks up each item by SKU in Zoho Books.
Validate item existence
Checks if each item exists in Zoho Books to ensure only valid items are included in the sales order.
Merge contact and item data
Merges the validated contact information with the validated item data using an inner join.
Create sales order in Zoho Books
Creates a new sales order in Zoho Books with the customer details, line items, and quantities extracted from the purchase order PDF.
Business benefits
More than moving data between apps — here is the measurable impact this automation delivers for your team.
01
Automated order processing
Eliminates manual data entry by automatically converting purchase order PDFs into sales orders in Zoho Books.
02
AI-powered data extraction
Uses OpenAI to accurately extract order details such as company name, contact person, SKUs, and quantities from PDF attachments.
03
Real-time email monitoring
Automatically picks up unread emails with purchase order attachments, ensuring no order request is missed.
04
Data validation before order creation
Verifies contact and item existence in Zoho Books before creating sales orders, reducing errors and ensuring data integrity.
01
Automated order processing
Eliminates manual data entry by automatically converting purchase order PDFs into sales orders in Zoho Books.
02
AI-powered data extraction
Uses OpenAI to accurately extract order details such as company name, contact person, SKUs, and quantities from PDF attachments.
03
Real-time email monitoring
Automatically picks up unread emails with purchase order attachments, ensuring no order request is missed.
04
Data validation before order creation
Verifies contact and item existence in Zoho Books before creating sales orders, reducing errors and ensuring data integrity.
Questions & answers
Frequently asked questions
Everything you need to know about this template before you deploy it.
What types of emails are processed?
The workflow processes unread emails with subjects containing order, SalesOrder, or Purchase Order that have attachments.
What format should the purchase order be in?
What happens if a contact or item is not found in Zoho Books?
Why businesses love appse ai
Discover how appse ai has helped businesses automate processes and achieve growth through our users' success stories.
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
Their quick updates and improvements have boosted our productivity, allowing us to focus on making better products. Highly recommend for any manufacturer seeking efficiency.
Hans Engstrom
Operations Manager, Christiana Bikes
appse ai enabled us to automate processes and achieve real-time efficiency with their ready-to-use solution. Their responsive support and customizations were exactly what we needed.
Peter Grueterich
President, Bernardo 1946
Rapidly growing companies, to get to that level of establishment, you need a solution like appse ai to bridge the connections between disparate systems.
Robert Donnelly
CEO and Co-Founder, Nine Line
The platform syncs data between our applications and it simply just works. This saved us a lot of time we used to spend manually synchronizing data from one system to another.
Sankar Thiagasamudram
Founder and CEO
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai helped us to manage our inventory and invoices in SAP and WooCommerce. With appse ai our job is much easy as everything is automated and we have better control on our inventory.
Kaywan Pour
Niagara Warenhandels GmbH
appse ai is making our operations easy! They make the customer experience much better. It costs us less human effort to proceed our orders.
Ramez Tacrity
Technical Sales Specialist, Digitech
I was impressed by how easy appse ai is to use and their ability to customize the platform to meet our clients specific requirements.
Vainick Oliveri
Golden Toys
appse ai transformed our business by automating the sync between SAP Business One and WooCommerce. What used to be a time-consuming, manual process is now seamless. We add products in SAP, and everything syncs automatically to the website.
Maher Ataya
Founder, Italparts SRL & Italparts LLC
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
appse ai truly helped us transform our business processes. Now with the integration, it has become really smooth, everything just flows better. It really helped our team save time, streamline processes and honestly boost productivity more than we expected.
Jason Mitchell
MD, All Marine Spares
Since we started using appse ai as our middleware, everything has been way smoother. It saved us about 10-20 hours a week, which is huge. The team is super responsive and easy to work with.
Dan Gerber
CEO, Designer Boys
appse ai truly understood our needs and delivered a seamless integration between SAP and Shopify. Their team is highly knowledgeable and capable, ensuring the solution perfectly aligned with our requirements.
Columb McCluskey
Sales Director, Trimwel
appse ai is fantastic, it works really well and is easy to use! Its visual interface makes it simple to see what is happening, and I especially liked the visual mapping of process flows. The teams professionalism also really impressed me.
Richard Grew
Renegade Brewery
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