AI Use Cases: Easy Invoices from voice notes | AI Automation

Introduction

Being a creator often involves navigating through tedious and repetitive administrative tasks, leaving little room for creativity. But what if there’s a way to automate these tasks and reclaim that valuable time?

In this article, we will explore how to set up an automation flow that transforms voice notes into invoices seamlessly. Imagine sending a quick voice note, and an invoice is automatically generated and sent to your customer—freeing you from the manual grind!

Step 1: Creating the Trigger with JotForm

The first step in our automation process is to use JotForm, a powerful alternative to Google Forms. Start by building a simple JotForm that includes a voice recorder feature. This will allow you to capture the details needed to create the invoice in a voice note.

Every time there’s a new submission to your JotForm, it acts as a trigger for the entire automation flow.

Step 2: Transcribing the Voice Note

The next component is to create a transcription of the voice note. Using Whisper by OpenAI, set up an event to transcribe the audio file you submit through JotForm. The transcription will be crucial as it will help extract necessary details like the customer’s name, services provided, and pricing.

Simply connect your OpenAI account, upload the audio file, and test the connection to ensure it works correctly.

Step 3: Extracting Relevant Data

After successfully transcribing the voice note, the next step involves utilizing ChatGPT to extract the information needed from the transcription. Search for the "extract structured data" event, connect your OpenAI account, and provide the transcription as your input.

Your prompt should be clear. For example:

"You are a data parser. I will provide a transcription of my voice note. Your goal is to extract the customer's name, the services offered, cost, and any tax exemption details. The output should be precise and organized in a table."

This will allow AI to function like a personal assistant, extracting essential data from the transcription effortlessly.

Step 4: Finding the Customer in QuickBooks

The next step is to integrate with your invoicing software, such as QuickBooks. Use the “find customer” event to search for the parsed customer name. You can choose to create a new customer automatically if they don’t exist in your system.

Step 5: Creating the Invoice

Once you have located the customer, proceed to create the invoice. This action sends the extracted details to QuickBooks, compiling all required information—including customer name, services rendered, and their cost—needed to finalize the invoice.

Step 6: Drafting the Email

The last part of this flow is to draft the email to send to your customer. Connect your Gmail account and create an email draft. You can personalize the subject line and body, ensuring the customer receives an autogenerated invoice with a note for transparency.

This results in an automated process wherein all you need to do is send a voice note, and the invoice is prepared and stored in your drafts for review, reducing manual work drastically.

Conclusion

In summary, this automation flow allows you to streamline your workflow and focus on what really matters—your creativity. If you are a creator struggling with mundane tasks, adopting this voice-to-invoice automation can save you significant time. Don’t hesitate to reach out with comments or questions, and share the tasks that drain you, as we can explore further automation solutions together!

Keyword

• Automation
• JotForm
• Voice Notes
• Transcription
• OpenAI
• ChatGPT
• QuickBooks
• Invoice
• Gmail
• AI

FAQ

Q1: What is JotForm used for in this automation?
A1: JotForm is used to create a simple form that includes a voice recorder feature, which captures the details needed for the invoice.

Q2: How does Whisper by OpenAI assist in this process?
A2: Whisper transcribes the voice notes into text, allowing the automation to extract necessary information from the audio files.

Q3: What role does ChatGPT play in the automation?
A3: ChatGPT extracts structured data from the transcriptions, identifying key information like customer names, services provided, and costs involved.

Q4: Can this automation work with invoicing systems other than QuickBooks?
A4: Yes, you can customize the integration to work with any invoicing software you prefer.

Q5: What is the benefit of creating a draft email in Gmail?
A5: Creating a draft allows you to review the invoice details before sending them to the customer, ensuring accuracy and providing transparency about the automation process.