What to Expect

A fully automated system that extracts packing list details and tracks packer identity for every order, built for food companies moving hundreds of boxes a week.

It turns scanned PDFs into structured, accurate logs with zero manual entry.

n8n automation workflow extracting order data from PDFs using Google Drive and Sheets, then analyzing image fields like order name, number, quantity, date, and pen color with AI

Each time a new packing list PDF hits Google Drive, the system goes to work. It pulls out key order data like product names, quantities, and order numbers using Docparser, then detects pen color markings to assign the correct packer based on your predefined mapping. Everything is logged into Google Sheets in real time through Make.com, giving you a clear, searchable record without lifting a finger.

It keeps your packing data clean, complete, and ready when you need it.

AI Agent toolkit

Tools used to build this AI agent

n8n

Orchestrates and connects all tools, automating the entire workflow from file detection to sheet update.

Google Sheets

Logs every extracted detail in real time, including packer identification, so reports stay clear and traceable.

OpenAI

Reads the image and extracts clean data like order numbers, quantities, dates, and pen color to identify the packer.

Google Drive

Converts each scanned PDF into a high-resolution image, making it easy for the AI to read accurately.

PDF.co

Serves as the intake system where every new packing list is automatically picked up for processing.

What We Actually Tell the AI

This is the exact prompt we send to GPT-4o. It takes the raw form inputs and turns them into clear, natural messages your team would be comfortable sending.

Structured AI prompt for extracting order names from scanned documents using role instruction, input referencing, and output constraints

Order Name Extraction Prompt

Role Instructioning → Sets the assistant’s identity as a document parser to define its function and expected behavior.

‍Task Specification → Directs the assistant to analyze a scanned order form image and extract only the Orders Name.

‍Input Referencing → Provides the scanned image content using the variable: `{{ $('PDFco Api').item.json.body[0] }}`.

‍Output Formatting → Requires returning only the Orders Name with no extra words, explanations, or punctuation.

Structured AI prompt to extract order numbers from scanned forms with clear task specification and strict output formatting

Order Number Extraction Prompt

Role Instructioning → Sets the assistant’s identity as a document parser to define its role and output expectations.

‍Task Specification → Instructs the assistant to analyze a scanned order form image and extract only the Order Number.

‍Input Referencing → Provides the scanned order form input using the variable: `{{ $('PDFco Api').item.json.body[0] }}`.

‍Output Formatting → Requires returning only the Order Number with no added words, explanations, or punctuation.

Prompt for extracting quantity values from order forms while excluding unrelated fields, formatted for clean output only

Quantity Extraction Prompt

Role Instructioning → Sets the assistant’s identity as a document parser to define the task's nature and focus.

‍Input Referencing → Provides the scanned order form image using the input variable: `{{ $('PDFco Api').item.json.body[0] }}`.

‍Task Specification → Instructs the assistant to extract only the Quantity values, excluding "Ship Quantity", and to include all quantities if multiple orders are present.

‍Output Formatting → Requires returning only the Quantity values with no extra words, explanations, or punctuation.

AI prompt to detect pen color in scanned documents with instructions for locating scribbled or check-marked fields

Pen Color Detection Prompt

Role Instructioning → Sets the assistant’s identity as a document parser to clarify the task role.

‍Input Referencing → Provides the scanned order form image using the input variable: `{{ $('PDFco Api').item.json.body[0] }}`.

‍Task Specification → Instructs the assistant to locate the scribbled or check mark pen color beside the "Packer" section and extract it.

‍Output Formatting → Requires the assistant to return only the pen color as the output (e.g. Red, Blue, Purple), with no extra text.

Prompt for extracting a name based on pen color using embedded color-to-name mapping logic and minimal output formatting

Associated Name Extraction Prompt

Role Instructioning → Sets the assistant’s identity as a document parser to clarify its function.

‍Task Specification → Instructs the assistant to extract and identify the associated name based on the pen color used.

‍Output Formatting → Requires returning only the name with no added words, formatting, or punctuation.

‍Embedded Knowledge Base → Provides a color-to-name mapping to guide the assistant.

‍Input Referencing → Supplies the input using the variable: `{{ $json.content }}`.

Cost Comparison with AI Agents

Here’s a quick overview to help assess monthly costs and workload volume for ongoing operations.

AI Agent for Packing Data Extraction

Ranges from $80 to $200 per month, covering automation tools, OCR parsing, and cloud storage infrastructure.

Can process between 100 to 500 scanned packing lists per day, triggered by folder updates on Google Drive.

Manual Operations Assistant

Ranges from $600 to $2,500 per month, depending on full-time salary or hourly data entry wages.

Typically limited to 20 to 80 forms per day, depending on availability, speed, and accuracy.

We automate, you accelerate

We'll handle the tech so you don't have to.

You don’t need to set up or learn how automation works.
Our AI agents are built to run fully hands-off, like a clone that handles the repetitive tasks for you.

Need something custom? We’ll handle it all including:

What is prompt writing and optimization?

It is the process of crafting and refining instructions for AI so it understands the task, delivers accurate results, and formats the output exactly how you need it.

What we do exactly?

Understand your context and use case

Help optimize and rewrite your prompts

Test and refine outputs until it’s working perfectly

What is automation flow design and testing?

This is where we map out how your AI agent behaves: when it runs, what it checks, how it reacts, and what to do if something fails. We don’t just build it. We test it end to end.

What we do exactly?

Design the full logic and decision tree

Add fallback steps for edge cases

Run multiple rounds of testing before launch

What are tool integrations?

We connect your AI agent to the tools you already use. Email, spreadsheets, CRMs, databases, APIs, and more. Everything stays in sync without you needing to copy and paste a thing.

What we do exactly?

Identify which tools your agent needs to talk to

Set up reliable two-way connections

Ensure smooth data flow across systems

What is delivery setup?

Delivery setup means we make sure your AI’s output gets exactly where you need it. Whether that's your inbox, a Google Sheet, your Slack channel, or a CRM.

What we do exactly?

Configure where and how outputs get delivered

Format results so they’re ready to use

Schedule timing or triggers for delivery

What is ongoing maintenance and updates?

AI agents aren't set and forget. We handle updates to prompts, workflows, and integrations so your system keeps working as your needs change.

What we do exactly?

Monitor performance and catch issues early

Update logic, prompts, or tools as needed

Keep everything running behind the scenes

Let us handle it for you.

Just send us an email and tell us the task that is wasting your time and we’ll design the agent and run it in the background.

Or, enter your email and we'll send you how to get started.

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Built to be Cloned

This is a ready made automation you can copy, tweak, and launch fast. It works with any scanned paperwork like packing slips, intake forms, or delivery logs, and scales easily across food, logistics, or e-commerce teams.

If you're still typing from PDFs or trying to figure out who filled what, this replaces the guesswork with clean, structured data. It handles the heavy lifting and keeps everything logged without lifting a finger.

The system is built and tested. You can clone it, adjust the prompts, and have your own version running in minutes.

Need help getting it live? Just ask. Fill the form or Send us an email

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AI Agent that Extracts Packing List Data

What to Expect

A fully automated system that extracts packing list details and tracks packer identity for every order, built for food companies moving hundreds of boxes a week.

The old way?
Done manually.

The new way?
Fully automated.

Your Work, Streamlined