ParseSheet AI guide#
ParseSheet reads invoices and receipts from your Google Drive and writes them into your sheet, one row per invoice or one row per line item. Every invoice gets a math check and a duplicate check, and anything uncertain is flagged for review.
Before you start#
- Supported files: PDF (digital or scanned), PNG, JPEG, WebP, HEIC photos.
- Limits: 20 MB and 10 pages per file, up to 50 files per run.
- Cost: 1 credit per invoice. Files already in the sheet are skipped for free.
- Bank or card statements? Use BankStmt AI instead.
Quick start#
- Open a Google Sheet and click Extensions → ParseSheet AI → Open ParseSheet.
- Click Load demo invoice to see a sample row, including a flagged cell, without using credits.
- Choose One row per invoice or Every line item.
- Click Select PDF invoices, pick up to 50 files in the Google file picker, and click Select.
- Watch the activity log. Each file shows ✓ (done), ⚑ (needs review) or ↷ (skipped: already in the sheet).
What gets written#
One row per invoice (Invoices tab)#
| Column | What it holds |
|---|---|
| Invoice date, Due date | As printed, as real dates |
| Vendor, Invoice # | As printed |
| Currency | ISO code such as USD or EUR |
| Subtotal, Tax, Total | Numbers, ready for formulas |
| Math check | Passed, Passed (tax incl.), Failed (off by X) or Not checked |
| Duplicate check | No match, or which earlier row it may duplicate |
| Review Status | Needs review / Verified / Ignored |
| Source file | A chip linking to the PDF in Drive |
Every line item (Invoice Lines tab)#
One row per line: date, vendor, invoice number, description, quantity, unit price, amount, currency, review status and source file. Lines where quantity × unit price doesn't equal the amount are flagged.
The checks#
- Math check. Sum of line items + tax + shipping − discount is compared with the printed total. Receipts with tax-inclusive prices pass as Passed (tax incl.).
- Second read. When a check looks off, ParseSheet reads the invoice a second time in a different order. Any field the two reads disagree on is flagged.
- Matched against the PDF. For digital PDFs, the vendor, invoice number and total must appear in the document's own text. If not, the cell is flagged.
- Format checks. Impossible dates, unknown currency codes, negative totals on non-credit-notes and due dates before invoice dates are flagged.
- Suspicious text. If a PDF contains text addressed to an AI, every value from that file is marked for review.
Duplicates#
ParseSheet keeps fingerprints in a hidden tab (_ps_fingerprints) inside your own sheet:
- Same file: skipped automatically, no credit used.
- Same vendor, invoice number and total: flagged as a possible duplicate, even if the vendor name is written differently ("ACME, Inc." vs "Acme Inc").
- Same vendor and amount within 10 days: flagged as a possible duplicate.
Don't delete the hidden tab, or duplicate detection starts over.
Reviewing flagged rows#
- Filter the Review Status column to Needs review.
- Hover over each orange cell to read why it was flagged.
- Click the source chip to open the PDF and compare.
- Fix the value if needed, then set Review Status to Verified.
Permissions#
| Permission | Why |
|---|---|
| This spreadsheet | Write rows and notes |
| Files you pick | Read the invoices you select |
| Your email | Identify your account and credits |
| Connect to external services | Send files to our server for reading |
Workspace Studio#
Turn on Send events to Workspace Studio in the sidebar settings to start Studio flows with the starter When an invoice is extracted (vendor, total, currency, invoice number and file ID).
Troubleshooting#
- "Already in the sheet (same file)": this file was processed before. Delete its row and the matching row in
_ps_fingerprintsif you want to process it again. - Smart chips show as plain links: some domains block chips; the link still opens the PDF.
- Not an invoice: if a file isn't an invoice, the whole row is flagged.
More fixes in Troubleshooting.