AI Invoice Automation
Send a one-line email dictation — AI parses it, generates a branded PDF invoice, emails it to the client, and logs it to Google Sheets. Built in Zapier for a physical therapy practice.
How it works
The problem was simple: a physical therapist was spending too much time on invoice admin. They knew what they wanted to say — "invoice for Jane, 4 sessions, May 2–20, $150 each" — but turning that into a formatted PDF, emailing it, and logging it was a manual process every single time.
This automation eliminates all of that. The therapist sends one email to a dedicated inbox with a plain-English dictation. Zapier picks it up and passes it to ChatGPT, which extracts the structured invoice data — patient name, dates, session count, rate, recipient email — and writes a professional email draft. A Python code step calculates the total and unpacks the fields. If the patient exists in the Google Sheets client list, their stored email and payer details are pulled in automatically.
PDFMonkey generates a branded invoice PDF from the structured data, Gmail sends it to the client with the PDF attached, and a final step logs the invoice row to Google Sheets for records.
The result: one email in, one invoice out. No UI to open, no manual formatting, no copy-pasting. The whole workflow runs in under 30 seconds.