What does this automation do?
An emailed PDF is read, the fields are pulled out by an agent that knows your vendors and approval limits, and a clean record is created.
What can you do with it?
- Stop retyping invoices, forms and statements by hand
- Catch the vendor and amount mismatches a person skims past
- Keep the source document linked to the record it produced
The Steps
This automation runs in 4 steps:
- When Gmail — New Email Attachment
- Then Media — Convert File to Text
- Then Taskade AI — Ask Agent ("Invoice Reviewer")
- Then Airtable — Create Record
What makes this different from a Zapier-style flow?
The "Invoice Reviewer" step is not a one-off model call. It is a Taskade AI agent that knows your vendor list, PO formats and approval limits, remembers every invoice it has already filed, so every run builds on the last one instead of starting from an empty prompt.
A stateless "ask the model" step forgets everything the moment it returns. An agent keeps its knowledge and its memory between runs, carries its own tools, and can be handed work by other automations.
Who is this automation for?
Built for finance and operations teams retyping attachments. An emailed PDF is read, the fields are pulled out by an agent that knows your vendors and approval limits, and a clean record is created.
How do you set it up?
- Open the "Automations" tab in your workspace.
- Click ➕ Add automation, then start from scratch.
- Add the trigger "New Email Attachment" from Gmail.
- Add the action "Convert File to Text" from Media.
- Add the action "Ask Agent" from Taskade AI. Point it at an agent called "Invoice Reviewer".
- Add the action "Create Record" from Airtable.
- Enable the toggle in the top-right corner to activate the automation.
Prefer to describe it instead? Click Build this flow with AI above and Taskade wires the trigger, the steps, and the agent for you.