Automate Invoice Processing from Gmail with Zapier

What we're building

Vendors email invoices. Zapier catches the attachment, extracts fields with Cryvis, appends a Sheets row, and posts a Slack message. Optional Paths route high-amount invoices to a review channel.

Gmail: New Attachment
        |
        v
Filter: MIME / filename is pdf|jpeg|png|webp
        |
        v
Webhooks by Zapier: Custom Request
  POST https://api.cryvis.com/v1/documents/invoice
  multipart: file
        |
        v
Filter: success is true
        |
        v
Paths (optional)
  A: amount_due >= threshold → Slack #ap-review
  B: otherwise → Slack #ap-inbox
        |
        +--→ Google Sheets: Create Spreadsheet Row (both paths)

Drive → Sheets only: Extract invoice data. Airtable destination: Invoice to Airtable. Hub: Zapier + Cryvis.

What you need

• Zapier + Gmail connection (mailbox that receives vendor invoices)
• Gmail label or search that isolates invoice mail (recommended: label Invoices)
• Google Sheet with AP header row
• Slack workspace + channel(s)
• Cryvis API key — Invoice API

Credits: 1 per PDF page or image.

Create the Zap

1. Gmail — New Attachment (Trigger)
2. Filter — keep supported files
3. Webhooks by Zapier — Custom Request
4. Filter — success is true
5. Google Sheets — Create Spreadsheet Row
6. Slack — Send Channel Message
7. Optional: Paths before Slack (or before Sheets) for amount branching

Configure source

New Attachment

• Account: the AP mailbox
• If the trigger supports label/search filters, scope to label:Invoices or has:attachment subject:invoice
• Prefer unread-only if available so you do not double-process

Filter after trigger:

Filename ends with .pdf OR .png OR .jpg OR .jpeg OR .webp
AND Size / attachment exists

Skip calendar invites, logos, and signature images. One email with a PDF invoice plus a PNG logo should keep the PDF and drop the logo when you also require PDF or a minimum size.

Configure Cryvis HTTP

Do not send the email body as JSON. The attachment binary is the only file Cryvis needs for invoice OCR.

Docs: extractInvoice. Multipart names: Send multipart form data.

Example response

{
  "success": true,
  "data": {
    "invoice_number": "INV-2024-00142",
    "invoice_date": "2024-03-15",
    "due_date": "2024-04-14",
    "currency": "USD",
    "seller": { "name": "Acme Cloud Services" },
    "buyer": { "name": "Globex Corporation" },
    "line_items": [],
    "subtotal": 1148.98,
    "tax_total": 94.79,
    "total_amount": 1193.77,
    "amount_due": 1193.77
  },
  "meta": {}
}

Sheets mapping

Headers:

Invoice Number | Invoice Date | Due Date | Currency | Vendor | Total | Amount Due | From | Subject | Message Link | Processed At

Slack notification

Send Channel Message body example:

New invoice extracted
Vendor: {{data.seller.name}}
Number: {{data.invoice_number}}
Amount due: {{data.currency}} {{data.amount_due}}
Due: {{data.due_date}}
From: {{gmail.from}}
Sheet row created.

Paths for amount threshold

After the success Filter, add Paths:

Path A — High value
  Condition: data.amount_due (Number) greater than or equal to 5000
  → Slack channel #ap-review
  → Sheets row (Status / note: needs approval)

Path B — Standard
  Fallback
  → Slack channel #ap-inbox
  → Sheets row

Threshold is business logic in Zapier — Cryvis only returns amount_due. Use Formatter to coerce the number if the mapper treats it as text.

Error handling

Check Zap history for the Custom Request step first when debugging. That isolates Cryvis from destination apps.

Test

1. Send yourself a labeled email with one known invoice PDF.
2. Run / wait for New Attachment.
3. Confirm Custom Request success: true in Zap history.
4. Verify Sheets columns and Slack text (currency + amount_due).
5. Send a second invoice above the Path threshold and confirm #ap-review.

Troubleshooting

Production notes

• Dedicate a mailbox or label; do not watch personal mail.
• Archive or mark processed after success so New Attachment stays quiet.
• Multi-page PDFs: 1 credit per page — see Credits.
• Keep the API key out of shared Zap templates.

Related

• Extract invoice → Sheets
• Invoice → Airtable
• Send multipart form data
• Invoice API · extractInvoice · Zapier hub · Sign up · Pricing