A step by step guide on automating the whole process code free. Plus available solutions comparison, based on their speed, accuracy, and adaptability to your specific needs (types of the attachments you’re having, etc.)
Table of Contents
If you’ve ever had to manually copy purchase order or invoice data from email attachments into a spreadsheet or deal with any type of emailed PDF data extraction, you know how tedious (and error-prone) the task can be. We decided to test the most popular ways to automate this process, asking our automation experts to evaluate tools based on three criteria:
- Speed to build automation
- Accuracy of data extraction
- Ease of maintenance
We tried every approach—Google Apps Script, no-code Gmail add-ons, and AI-powered workflow automation platforms. Each was scored from 1 (slowest, least accurate) to 5 (fastest, most accurate).
Why Automate Extracting Gmail Attachments to Google Sheets?
- Save countless hours: No more manual copy-pasting from PDF purchase orders, invoices, or utility bills.
- Eliminate errors: Automations ensure consistent and accurate data entry.
- Stay organized: All incoming order details and financial records get stored in Google Sheets in real time.
- Scale effortlessly: Whether you receive 10 orders a week or 1,000, automation handles it the same way.
Options We Tested
- Google Apps Script (Score: 2/5)
Free, but requires JavaScript coding. Extracting structured data from PDFs is unreliable without third-party libraries. Works best for CSV attachments. Setup time: hours to days.
- Gmail Add-ons & Integrations (Score: 3/5)
Some tools like Zapier or cloudHQ can move attachments into Sheets. But data extraction is limited—most can only copy raw file data, not structured fields like Order ID or Total Amount. Setup time: 30–60 minutes.
- AI-Powered Workflow Automation with Zenphi (Score: 5/5)
Purpose-built for Google Workspace, Zenphi makes this a drag-and-drop workflow with built-in AI models for documents. No coding required. Setup time: under 10 minutes.
The #1 AI Workflow Automation Solution
Zenphi has helped multiple companies with AI workflow automation, enabling teams to operationalize artificial intelligence for their business needs. Contact us to learn about best practices and proven ways to embed AI in operations.
How To Extract Gmail Attachments into Google Sheets
1. Using Google Apps Script
Apps Script is Google’s built-in coding environment. It’s free but requires JavaScript knowledge and doesn’t handle PDFs very well.
Quick Guide:
- 1. Open your Google Sheet → Extensions → Apps Script.
- 2. Paste a script like this:
function saveAttachmentsToSheet() {
var threads = GmailApp.search("has:attachment filename:csv newer_than:7d");
var sheet = SpreadsheetApp.getActiveSpreadsheet().getSheetByName("Sheet1");
threads.forEach(thread => {
thread.getMessages().forEach(message => {
message.getAttachments().forEach(attachment => {
if (attachment.getContentType().match(/csv/)) {
var csvData = Utilities.parseCsv(attachment.getDataAsString());
csvData.forEach(row => sheet.appendRow(row));
}
});
});
});
}
- 3. Run the script once and authorize.
- 4. Add a time-driven trigger to run daily or hourly.
- Works for CSVs.
- Doesn’t reliably extract structured fields from PDFs.
2. Using Zapier
Zapier offers a no-code option. Setup is easier than Apps Script, but you’ll mostly just move attachments—not extract structured values.
Quick Guide:
- 1. Create a new Zap.
- 2. Trigger: Gmail → New Email with Attachment.
- 3. Action 1: Google Drive → Upload File (optional, to save the file).
- 4. Action 2: Google Sheets → Create Spreadsheet Row.
- Simple setup for moving attachments.
- Extracting actual data from PDFs requires extra paid tools.
2. Using Zenphi — an AI Workflow Automation Platform
Zenphi combines Gmail, Google Sheets, and AI-powered document understanding in a single workflow. Unlike Zapier or Apps Script, it extracts structured data from PDFs (POs, invoices, utility bills, etc.) natively.
Quick Guide:
- 1. Trigger on Email Arrival. Start by creating a Zenphi flow triggered whenever a new email with an attachment arrives in Gmail.
- 2. Query Collection Add the Query Collection action. This tells Zenphi to capture all relevant email details: sender, subject, body text, and attachments. We’ll pass the attachment into the next step.
- 3. Run AI Model to Extract Fields. Choose a pre-built AI model (Document OCR)
- 4. From the Query Collection step, select the attachment as the document to process. Zenphi’s AI will read the PO and extract structured fields like Order ID, Date, Amount, Customer Name, Address, and Line Items.
- 5. Create a Google Sheets Template Prepare a Google Sheet where column names match the fields you expect: Date, Amount, Vendor, Items, etc.
- 6. Add Row Action Use Zenphi’s Add Row action to map extracted data into your Google Sheet.
- Done—every new email with a PO attachment is now parsed and logged automatically.
Watch this step-by-step video guide to see how easy it is to accomplish the task with Zenphi.
Why Zenphi Wins
- Fastest setup: Fully working automation in under 10 minutes.
- Accurate AI models: Pre-trained specifically for business docs like POs and invoices.
- Google-native: Designed for Gmail, Sheets, and Drive—no complex API setup.
- Scalable & secure: Enterprise-grade compliance (HIPAA, GDPR and more) for sensitive financial and vendor data.
Final Thoughts
Extracting data from Gmail attachments into Google Sheets is no longer a manual chore. While scripts and add-ons provide partial solutions, Zenphi’s AI-powered workflows deliver the fastest and most accurate results. Even more so, Zenphi allows you to build a full-scale autonomous AI agent for Gmail to deal with your inbox automation.
If you’re ready to stop wasting hours on manual data entry, set up your first automation today—and let AI do the heavy lifting.
