Extract Invoice Data into Google Sheets with Zapier

What we're building

A Drive folder drops invoice PDFs or images. Zapier posts each file to Cryvis, then appends one Sheets row with header fields — number, dates, vendor, totals. One document → one row (no line-item expansion).

Google Drive: New File in Folder
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        v
(Download / file binary available to next step)
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        v
Webhooks by Zapier: Custom Request
  POST https://api.cryvis.com/v1/documents/invoice
  Authorization: Bearer <API_KEY>
  multipart part: file = binary
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        v
Filter: success is true
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        v
Google Sheets: Create Spreadsheet Row
  invoice_number | invoice_date | due_date | currency
  seller.name | buyer.name | subtotal | tax_total
  total_amount | amount_due | file name

Hub: Zapier + Cryvis. Multipart field names: Send multipart form data.

What you need

• Zapier account
• Google Drive folder for inbound invoices
• Google Sheet with a header row (columns in the destination section)
• Cryvis API key — Invoice API, docs at /docs/api/extractInvoice
• Sample invoice PDF or JPEG/PNG/WebP

Credits: 1 per PDF page or image. See Credits.

Create the Zap

Add steps in this order:

1. Google Drive — New File in Folder (Trigger)
2. Webhooks by Zapier — Custom Request (Action)
3. Filter — continue only when extraction succeeded
4. Google Sheets — Create Spreadsheet Row (Action)

Optional later: MIME Filter after Drive, Paths for amount thresholds, archive/move after success.

Configure source

New File in Folder

• Connect the Google account that owns (or can read) the inbox folder
• Pick the inbound folder only — do not watch the whole Drive
• Prefer uploaded PDFs/images; skip Google Docs natives unless you convert to PDF first

While testing, keep one sample file in the folder and use Zapier’s test / Zap history so you are not burning credits on every Drive sync.

Configure Cryvis HTTP

Webhooks by Zapier → Custom Request — required HTTP shape:

Do not force Content-Type: application/json. The multipart boundary must come from the HTTP client.

Accepted MIME: pdf, jpeg, png, webp. This Zap sends one file per run.

If the Custom Request returns a string body, confirm Zapier parsed JSON (or use a Formatter step) before mapping. Check success is boolean true, not the string "true".

Process response

Cryvis returns roughly:

{
  "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", "tax_id": "US12-3456789" },
    "buyer": { "name": "Globex Corporation" },
    "line_items": [],
    "subtotal": 1148.98,
    "tax_total": 94.79,
    "total_amount": 1193.77,
    "amount_due": 1193.77
  },
  "meta": {}
}

Map from data.*:

• data.invoice_number
• data.invoice_date
• data.due_date
• data.currency
• data.seller.name
• data.buyer.name
• data.subtotal
• data.tax_total
• data.total_amount
• data.amount_due

Nested objects need dotted paths. Do not dump the whole seller object into one cell unless you want raw JSON.

Configure destination

Sheet headers (row 1):

Invoice Number | Invoice Date | Due Date | Currency | Vendor | Buyer | Subtotal | Tax | Total | Amount Due | Source File | Processed At

Create Spreadsheet Row mapping:

Prefer Airtable instead? Use Invoice to Airtable.

Filters and error handling

Filter after Drive (recommended): continue only if filename ends with .pdf, .jpg, .jpeg, .png, or .webp.

Filter after Custom Request:

Only continue if: Custom Request → success (boolean) is true

On hard failures, open Zap history for the Custom Request step — status code and body snippet tell you whether auth, MIME, or mapping broke. For Slack alerts on high amounts, see Automate invoice processing.

Troubleshooting

Test the Custom Request alone in Zap history before wiring Sheets. That separates API issues from mapping bugs.

Production notes

• Archive after success: move the Drive file to /Invoices/Processed so New File does not re-pick the same PDF.
• Keep the trigger folder quiet — no drafts, exports, or spreadsheets.
• Multi-page PDFs: each page costs 1 credit; huge statements add up.
• Idempotency: Filter on known invoice_number values if vendors resend the same PDF.

Next steps

Gmail intake with Slack: Automate invoice processing. Airtable AP base: Invoice to Airtable. Multipart reference: Send multipart form data.

API: extractInvoice · Product: Invoice · Hub: Zapier + Cryvis · Sign up · Pricing.