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are you tired of constantly checking
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your inbox for any new invoices so you
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can manually manage them add the data to
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Google Sheets or any other database save
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the PDF invoices into your Google Drive
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or maybe you are manually forwarding the
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emails to your accountant also how do
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you manage the receipts that you are
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getting in shops when you buy something
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for your business do you take photos of
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them do you save the receipts in your
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wallet i have a solution for you a
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complete automation that will handle all
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your invoices and receipts this
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automation works on make.com no code
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platform it consists of two workflows
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one will handle all your incoming
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invoices in your Gmail account the other
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one will handle your receipts to handle
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your receipts you only need to take a
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picture of it send it to a Telegram bot
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it it will automatically trigger an
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automation that will handle your
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receipts for you my name is Janice and
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in today's video I will help you to
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handle all your invoices and receipts so
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you can easily do tax returns if you
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want to see more videos like this make
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sure you subscribe to the channel hit
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the like button for the video and maybe
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leave a comment what I need to improve
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on this automation or if you have have
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any questions just let me know let me
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just tell you a little bit about this
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automation basically it watches all your
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emails and filters them if they are
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invoice related if they are the
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automation will automatically be started
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we have two routes here one is for
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emails with attachments the other one is
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without attachments some companies send
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invoices with the data being in email
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body instead of attaching a separate PDF
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so we handle that case and if we have a
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PDF we just parse the PDF so we can pass
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the data to Chad GPT who will analyze
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this data check our database which is
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Google Sheets if we have an invoice with
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such number already in our database if
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we do then the scenario stops here if we
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don't we actually forward the original
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email to our accountant if you don't use
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accountant you can just remove this
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module then we upload the PDF that was
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attached to the original email to our
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Google Drive and at the end we add all
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the invoice data in our database which
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looks like this vendor invoice date
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invoice ID category is subscription or
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no amount currency and invoice URL this
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will be URL to your Google Drive so you
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can locate the invoice quickly straight
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from your database the bottom part is
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very similar to upper part except we
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don't analyze an attachment because we
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don't have one we analyze the body and
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the subject of the email then we check
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if such ID exists in our database if it
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doesn't we forward the email to our
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accountant and we add the invoice data
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database and the second automation that
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I'm going to show you here is being
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triggered by a app called Telegram
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telegram is a messaging app similar to
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WhatsApp or Twilight you can use any of
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these but the Telegram is the easiest
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one to be set up you just take a picture
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of a receipt on your smartphone you send
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this image to the chatbot it
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automatically triggers this scenario
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again it analyzes the receipt parses the
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result forwards the receipt to your
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accountant if needed uploads the receipt
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to your Google Drive and also adds the
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receipt data to our database okay so
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let's quickly run this automation going
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to show you how it works i'm just going
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to choose where to start so we don't
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process too many emails i'm going to
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choose from a specific date once I
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process these from a specific date let's
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say I need to do my tax return tomorrow
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i want to get all my emails from 1st of
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Janu uh first 1st of April then I would
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run it from 1st of April and after that
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I'm just going to leave this automation
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to on and it will automatically check
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every day if I have any new invoice
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related emails and add them to my
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database so let's go to April 1 click
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once and it should pull up all the
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invoice related emails and pass them
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through these filters pass to chbd to
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analyze them and um we should have some
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results in our Google sheet uh I built a
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similar automation on NA10 uh it was
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um easier to do it in make but if you
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wish to do it in NA10 I have a video on
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my channel i will put it up somewhere
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here so you can easily access it while
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this runs I'm just going to fast forward
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we get back when it's done okay so the
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scenario finished running so you can see
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four invoices have passed the filter if
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I go to my bookkeeping assistant
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spreadsheet or database I can see four
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entries here with the vendor date uh the
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invoice ID the category is it a
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currency and also the invoice URL i can
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quickly open the invoice here
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see for what was the invoice and then if
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I go to my Google Drive folder the
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invoice is also here and the receipt
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manager works similarly uh I'm going to
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switch this on save uh basically uh as I
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mentioned you can download the Telegram
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app on your phone for the sake of this
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video I have a Telegram app on my
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desktop so I'm going to show you here
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i've created a chatbot if I message this
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chatbot my a receipt I have a sample
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here i'm going to send it to this
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chatbot and it's going to automatically
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scenario as you can see it's already
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running now the receipt is being
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uploaded to my Google Drive let's
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refresh here is the receipt and if I
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head to my bookkeeping sheet I can see
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here it is addited and also it is
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forwarded to my accounted if needed so
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yeah these are the two automations you
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need to manage your invoices receives so
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you have all your data in one place if
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you like the video make sure you press
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the like button if you want to see more
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videos like these uh make sure you
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subscribe to the channel i will have
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these automations in the video
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description completely for free for you
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to use so thank you for watching i will
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see you in the next video bye-bye
