How We Automated Our Accounting with Zapier, ChatGPT, Google Drive, and Email

Bookkeeping, traditionally a time-consuming affair, can now be a breeze thanks to modern automation tools. At our agency, we've transformed our bookkeeping from a tedious, 20-30 hours per quarter task to a swift 2-3 hours process. How did we achieve this remarkable efficiency? The magic lies in the integration of Zapier, ChatGPT, Google Drive, and email. Here’s a glimpse into our cutting-edge system.

Email Inboxes

Every bookkeeping cycle begins with invoices and receipts that flood our inboxes. Sifting through them was the biggest time sink. Now, we've set up Zapier to scan our inboxes for new emails that contain financial documents. With intelligent filters, only emails with specific keywords or from certain senders trigger the Zapier automation.

Zapier

Once Zapier detects a relevant email, it springs into action. If an email doesn't have a PDF attachment, it's flagged. For those with attachments or downloadable links, Zapier retrieves the documents and funnels them into our Google Drive bookkeeping folder.

Google Drive

Google Drive is where all our financial documents are securely stored. It's organized, searchable, and accessible – a perfect repository. Zapier neatly organizes the documents into their respective folders in Drive, making sure everything is in place for the next steps.

ChatGPT

ChatGPT enters the scene as our intelligent assistant, programmed to perform text and data extraction from the invoices and receipts. It reads through the documents, pulls out the necessary figures and details, and prepares the data for entry.

Integration with Accounting Software

With the extracted data, we’ve trained ChatGPT to draft summary reports and even enter data into our accounting software. It's as if we have a virtual accountant at our disposal 24/7.

Exception Handling

No system is foolproof, and there will always be exceptions to handle. For emails where an invoice isn't found or attachments aren't clear, Zapier adds them to a special list. This list is our cue to step in. It significantly reduces the manual work required, as we only deal with the outliers.

Final Steps

After processing, records are updated, and notifications are sent out through Slack to keep the team informed. This ensures transparency and allows for quick reviews or follow-ups if needed.

The Outcome

The impact? Our bookkeeping automation has not only slashed the time investment but also increased accuracy and reduced human error. This system has been a game-changer, allowing us to reallocate precious resources to more strategic areas of our business.‍

Conclusion

If you’re still on the fence about automating your bookkeeping, let our experience be the nudge you need. Embrace the digital transformation, and watch as your business steps into a new era of operational efficiency.