What does this automation do?
An emailed invoice is read into text, a named model pulls the fields into one fixed shape, and an agent that knows your vendors checks the result before the record is written.
What can you do with it?
- Get the same fields out of every invoice, whatever the layout
- Name the model that does the extraction, so the choice is visible in the flow
- Let an agent that has seen your vendor list catch what a single read misses
The Steps
This automation runs in 5 steps:
- When Gmail — New Email Attachment
- Then Media — Convert File to Text
- Then OpenAI — Extract Structured Data
- Then Taskade AI — Ask Agent ("Billing Desk")
- Then Airtable — Create Record
What makes this different from a Zapier-style flow?
The "Billing Desk" 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 teams that need every invoice in the same shape. An emailed invoice is read into text, a named model pulls the fields into one fixed shape, and an agent that knows your vendors checks the result before the record is written.
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 "Extract Structured Data" from OpenAI.
- Add the action "Ask Agent" from Taskade AI. Point it at an agent called "Billing Desk".
- 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.