Data Parser / Extractor

AI Agent that Extracts PDF & Email Data

Built for Managerial Teams
‍
Are you still spending hours opening emails, downloading attachments, and copying data into spreadsheets? Is important information getting delayed because manual steps slow everything down?

This automation scans your inbox for new emails, reads attached PDFs, extracts key data, and updates a structured Google Sheet automatically so you capture everything on time without lifting a finger.

Try this AI Agent now
Illustration highlighting email automation benefits with up to $2k monthly savings and replacement of manual assistant work, featuring a smiling man working on a laptop.

What to Expect

Fully automates email and PDF processing so your team gets clean, structured data without lifting a finger.

It reads your inbox, pulls attachments, and fills in your Google Sheet automatically.

n8n workflow diagram for automated email attachment processing, extracting PDF data, enriching it with AI, and updating Google Sheets.

The moment a new email with a PDF arrives, this AI-powered workflow kicks in. Using n8n, IMAP Email, Tesseract OCR, and the Gmail Node, it fetches the file, extracts only the useful info, and logs it into a structured spreadsheet. No downloading, no copying, no guesswork. Just the details that matter, right where they belong.

It saves hours of manual work and keeps everything accurate and organized.

The old way?
Done manually.

Here’s what the old process looked like:
Check every email one by one
Manually download each PDF file
Open documents just to find what matters
Copy and paste details into Google Sheets
Try not to miss anything under pressure
It was slow, error-prone, and pulled your focus away from actual work.

The new way?
Fully automated.

With this automation, the entire process gets handled for you:
Monitor inbox automatically with IMAP
Detect new emails with PDF attachments
Use OCR to extract key info
Send clean data straight to Google Sheets
Run continuously with a Cron Node
Now you stay focused on real tasks while the bot handles the busywork.

Less Repetition, More Results

Claim your free audit and learn how automation can handle the tasks you hate.
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How the Automation Comes Together

This is what quietly powers the entire email-to-sheet automation from beginning to end.

n8n runs the full workflow step by step, while the Gmail Node keeps an eye on your inbox for new emails with PDF attachments.

OpenAI pulls out the key information from each file, and Google Sheets logs everything instantly in a clean, structured format.
Workflow illustration showing Gmail and Google Sheets integration through n8n, with AI processing incoming data from emails and spreadsheets.
AI Agent toolkit

Tools used to build this AI agent

n8n

Runs the workflow, checks for updates, and connects all the moving parts.

Gmail

Watches your inbox for new emails with PDF attachments.

GPT-4.0

Reads extracted text and generates clear, useful summaries.

Google Sheets

Stores summaries and metadata in structured, timestamped rows.

What You'll Gain

Scans Inbox Automatically

Checks for new emails with PDFs every minute—no need to lift a finger.

Extracts Key Info Instantly

Opens attachments and pulls what matters, skipping the reading and copying.

Generates Clear Summaries

Uses AI to turn raw text into short, useful summaries you can act on.

Replaces Manual Assistant Work

Handles what used to take hours, now quietly running in the background.

Stores Everything in One Sheet

Logs summaries, timestamps, and metadata in one clean, searchable place.

Cost Comparison with AI Agents

Here’s a quick overview to help assess monthly costs and workload volume for ongoing operations.
vs
AI Agent for PDF Extractor
Ranges from $50 to $120 per month. Covers OpenAI, n8n, and storage.
Handles 500 to 2,000+ PDFs with no downtime or fatigue.
Manual PDF Processing
Typically ranges from $2,000 to $4,000 per month. Includes salaries, admin time, and overhead.
Maxes out at 100 to 300 documents. Slows down quickly as volume increases.
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:

Prompt writing and optimization
Automation flow design and testing
Tool integrations
Delivery setup
Manage you maintenance and updates

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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Frequently asked questions

We’ve covered the usual questions. Got a unique one? Send us an email

Can I use this for something other than PDFs in Gmail?

Sure. Swap in your trigger of choice, Dropbox, Forms, whatever. As long as there's a PDF, this setup works.

Do I need to know how to code?

Nope. If you've clicked through a spreadsheet or Zapier before, you’ll be fine. And if you don’t want to set it up yourself, we’ll help.

Can I change how the summaries look?

Totally. It’s your conversation, make it sound like you. Add steps, change the order, tweak the tone. Easy.

Built to be Cloned

This setup runs on n8n and connects with your own Gmail and Google Sheet. It’s fully reusable and can be live in minutes with no custom code needed.

Manual PDF handling slows teams down. If you’re spending time opening files, copying text, or sorting through spreadsheets, this gives you a clean way out.

Just swap in your accounts, tweak a few settings, and it’s ready to run. You can customize as little or as much as you need.

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

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{ "automation_name": "AI Agent for Extracting PDF and Email Data", "type": "AI-Powered Email and Document Data Extraction Workflow", "tech_stack": ["n8n", "OpenAI GPT-4", "Gmail", "Google Sheets", "Google Drive"], "data_sources": ["PDF attachments", "Emails", "Google Drive files"], "output_format": ["Structured tables", "Parsed key fields", "Google Sheets export"], "prompt_style": "Field-based extraction with summarization and fallback handling", "use_cases": [ "Extract data from incoming emails and PDF attachments", "Parse structured content from reports, invoices, and forms", "Eliminate manual copy-paste for operations teams", "Automatically log extracted data into a spreadsheet" ], "deployment": "Self-hosted via n8n with Gmail triggers, PDF parsing, OpenAI cleanup, and Sheets logging", "tags": ["PDF automation", "email parsing", "AI agent", "document extraction", "GPT-4", "n8n", "operations automation", "inbox workflow"] }