WhatsApp Invoice OCR Processor with ChatGPT

What This Agent Does

This intelligent invoice processing agent automates the entire workflow of receiving, analyzing, and organizing invoices through WhatsApp. When a customer sends an invoice image via WhatsApp, the agent automatically extracts text using OCR technology, summarizes key information with AI, saves the data to your spreadsheet, uploads the file to Google Drive, and sends a confirmation message back to the customer—all without manual intervention.

Key benefits include:

• 90% reduction in manual data entry time by automatically extracting invoice details
• Instant acknowledgment to customers via WhatsApp, improving communication
• Centralized organization with automatic Google Drive backups and spreadsheet logging
• AI-powered insights that summarize invoices in seconds, highlighting critical information
• Complete audit trail with organized records for compliance and reference

This workflow is perfect for accounting teams, invoice processors, customer service departments, and any business that receives document submissions and needs to quickly process, categorize, and respond to customers.

Who Is It For

This agent is ideal for:

• Accounting and Finance Teams managing high volumes of invoice submissions
• Customer Service Operations that need to acknowledge and process document requests
• Small to Medium Businesses looking to automate document workflows without hiring additional staff
• Logistics and Supply Chain Teams tracking vendor invoices and receipts
• Professional Services Firms processing client billing documents
• Any organization using WhatsApp as a customer communication channel

Required Integrations

WhatsApp Business

Why it's needed: WhatsApp Business is your communication gateway. It receives invoice images from customers and sends automated confirmations, creating a seamless two-way conversation channel.

Setup steps:

1. Visit Meta Business Platform and log in with your business account
2. Navigate to WhatsApp > Getting Started and select your business phone number
3. Complete phone number verification (you'll receive a code via SMS)
4. Generate a Permanent Access Token from Settings > API Tokens
5. Copy your Phone Number ID from the Phone Numbers section
6. In TaskAGI, go to Integrations > WhatsApp Business
7. Paste your Access Token and Phone Number ID into the respective fields
8. Click Test Connection to verify the integration works
9. Save your configuration

How to obtain credentials:

• Access Token: Found in Meta Business Platform under Settings > System Users > Generate Token
• Phone Number ID: Located in WhatsApp > Phone Numbers section (appears as a 15-digit number)

Configuration in TaskAGI: Ensure your WhatsApp Business account has Webhooks enabled to receive incoming messages. This allows the workflow to trigger automatically when customers send invoices.

Google Sheets

Why it's needed: Google Sheets serves as your centralized database, storing all extracted invoice information in an organized, searchable format that your team can access anytime.

Setup steps:

1. Open Google Sheets and create a new spreadsheet
2. Name it something descriptive like "Invoice Processing Log"
3. Create column headers in Row 1:
   • Column A: Date Received
   • Column B: Customer Name
   • Column C: Invoice Number
   • Column D: Amount
   • Column E: Summary
   • Column F: Drive Link
4. Go to File > Share and set permissions to "Anyone with the link can edit"
5. Copy the full spreadsheet URL (appears in your browser address bar)
6. In TaskAGI, navigate to Integrations > Google Sheets
7. Paste the spreadsheet URL into the GOOGLE_SHEETS_URL field
8. Click Authenticate and grant TaskAGI permission to access your Google account
9. Save and test the connection

How to obtain credentials:

• Spreadsheet URL: Copy directly from your browser when viewing the sheet
• Authentication: TaskAGI uses OAuth 2.0, so you'll simply click "Allow" when prompted

Configuration in TaskAGI: The workflow automatically appends rows to your sheet. Ensure your sheet is not protected and that the first row contains headers for proper data mapping.

Google Drive

Why it's needed: Google Drive provides secure cloud storage for all invoice files, creating an organized backup and making documents easily retrievable for audits or reference.

Setup steps:

1. Log in to Google Drive with your business account
2. Create a new folder called "Invoice Processing" (or your preferred name)
3. Right-click the folder and select Share
4. Set permissions to allow editing and copy the folder link
5. In TaskAGI, go to Integrations > Google Drive
6. Click Authenticate and grant permission to access your Google Drive
7. In the workflow configuration, set the Upload Folder to your "Invoice Processing" folder
8. Save your configuration

How to obtain credentials:

• Folder ID: Extract from the folder URL (appears after /folders/)
• Authentication: Use OAuth 2.0 by clicking the Authenticate button

Configuration in TaskAGI: Ensure the authenticated Google account has Editor permissions on the target folder. The workflow will automatically organize files by date.

OpenAI

Why it's needed: OpenAI's GPT-4 model powers the intelligent summarization feature, extracting key insights from invoice text and generating concise, actionable summaries.

Setup steps:

1. Visit OpenAI Platform and sign up or log in
2. Navigate to API Keys in the left sidebar
3. Click Create New Secret Key
4. Copy the generated key (you won't see it again, so save it securely)
5. In TaskAGI, go to Integrations > OpenAI
6. Paste your API key into the OPENAI_API_KEY field
7. Select Model: gpt-4o-mini (optimized for cost and speed)
8. Click Test Connection to verify
9. Save your configuration

How to obtain credentials:

• API Key: Generated from OpenAI Platform > API Keys section
• Billing: Ensure your OpenAI account has an active payment method and sufficient credits

Configuration in TaskAGI: The workflow uses GPT-4o-mini for cost efficiency. Set a token limit of 500 tokens to prevent excessive API charges while maintaining quality summaries.

OCR.space (Optional but Recommended)

Why it's needed: OCR.space converts invoice images into readable text, enabling the AI to analyze and extract structured data from scanned documents.

Setup steps:

1. Visit OCR.space
2. Scroll to the API section and click Get Free API Key
3. Enter your email address and receive your free API key
4. In TaskAGI, go to Integrations > OCR.space
5. Paste your API key into the OCR_SPACE_API_KEY field
6. Save your configuration

How to obtain credentials:

• API Key: Free tier available with 25,000 requests/day (sufficient for most workflows)
• Premium tier: Available for higher volumes

Configuration in TaskAGI: The free tier is ideal for testing. If you exceed limits, upgrade to a paid plan directly from OCR.space.

Configuration Steps

Step 1: Trigger Configuration (WhatsApp Trigger)

The workflow begins when a customer sends a message with an invoice image to your WhatsApp Business number. No configuration needed here—it activates automatically when properly integrated.

Step 2: Extract Media URL (Get Download URL)

This node retrieves the download link for the image sent via WhatsApp. The system automatically captures the media ID from the incoming message and converts it to a downloadable URL.

What to verify: The node receives the correct media ID from the WhatsApp trigger.

Step 3: Download Invoice Image (Download File)

The workflow downloads the invoice image from WhatsApp servers to process it locally.

Parameter: URL = Output from Step 2

Expected result: Binary image file ready for OCR analysis

Step 4: Analyze Image with OCR (Analyze Image)

The image is sent to OCR.space, which extracts all text from the invoice.

Configuration:

API Key: {{OCR_SPACE_API_KEY}}
Image Input: Binary data from Step 3
Output Format: Parsed Text

Expected result: Clean, readable text containing invoice details

Step 5: Parse Invoice Data (Parse Invoice Text)

A custom function extracts structured data from the OCR text, identifying:

• Invoice number
• Customer name
• Amount
• Date
• Vendor information

Configuration: This node uses a pre-built parser. Customize the extraction rules if your invoices have unique formats.

Step 6: Save to Google Sheets (Update Database)

Extracted data is automatically appended to your Google Sheets spreadsheet.

Configuration:

Sheet URL: {{GOOGLE_SHEETS_URL}}
Columns: Map parsed data to your sheet headers

Expected result: New row appears in your spreadsheet within seconds

Step 7: Upload to Google Drive (Download Invoice for Drive + Add Invoice To Drive)

The original invoice image is uploaded to Google Drive for permanent storage and easy retrieval.

Configuration:

Folder: Your "Invoice Processing" folder
File Name: {{invoice_number}}_{{date}}

Expected result: File appears in Google Drive with organized naming

Step 8: Generate AI Summary (Invoice Summary Agent)

GPT-4o-mini analyzes the parsed invoice text and generates a concise summary highlighting:

• Key amounts
• Payment terms
• Important dates
• Action items

Configuration:

Model: gpt-4o-mini
Prompt: "Summarize this invoice in 2-3 sentences, highlighting amount, due date, and vendor"
Input: Parsed invoice text from Step 5

Expected result: Professional summary ready to send to customer

Step 9: Send Confirmation (Reply via WhatsApp)

The agent sends an automated message back to the customer confirming receipt and providing the summary.

Configuration:

Recipient: {{customer_phone_number}}
Message: "Thank you for sending your invoice. We've received and processed it. Summary: [AI-generated summary]"

Expected result: Customer receives immediate confirmation via WhatsApp

Testing Your Agent

Pre-Test Checklist

• All four integrations are connected and tested
• Google Sheets spreadsheet is created with headers
• Google Drive folder is created and shared
• WhatsApp Business account is active and verified
• OCR.space API key is valid

Test Execution

Step 1: Send a Test Invoice

1. From your phone, send a clear photo of an invoice to your WhatsApp Business number
2. Ensure the image is well-lit and text is readable
3. Wait 30-60 seconds for processing

Step 2: Monitor Workflow Execution

1. In TaskAGI, open the workflow and click View Logs
2. Watch each node execute in sequence
3. Check for any error messages (red indicators)

Step 3: Verify Each Output

Expected Results

Success indicators:

• ✅ Customer receives WhatsApp confirmation within 60 seconds
• ✅ New row appears in Google Sheets with extracted data
• ✅ Invoice file appears in Google Drive
• ✅ All workflow nodes show green checkmarks
• ✅ No error messages in logs

Troubleshooting

Issue: WhatsApp message not triggering workflow

• Verify webhook is enabled in WhatsApp Business settings
• Check that your phone number is correctly configured
• Ensure TaskAGI webhook URL is whitelisted in Meta settings

Issue: OCR not extracting text properly

• Ensure invoice image is clear and well-lit
• Try a different invoice image to test
• Check OCR.space API key is valid

Issue: Google Sheets not updating

• Verify spreadsheet URL is correct and sheet is not protected
• Check that column headers match the parser configuration
• Ensure Google account has editor permissions

Issue: AI summary not generating

• Verify OpenAI API key is valid and has available credits
• Check that parsed invoice text is being passed correctly
• Review OpenAI usage in your account dashboard

Congratulations! Your invoice processing agent is now live and ready to transform how your team handles document workflows. Start sending test invoices and watch the automation in action!