Description

What this workflow does

This workflow automates the process of retrieving rental contract PDFs from Google Drive, extracting key information using AI, and storing it in Google Sheets. It significantly reduces manual data entry and improves reliability in contract management.

How it works

• Triggered on a scheduled basis or manual start to scan a designated Google Drive folder for new PDF files.
• Downloads each PDF, converts it into text, and sends the content to an AI model for analysis.
• The AI extracts critical contract details such as tenant and landlord names, property address, dates, rent amounts, deposits, and fees.
• The structured data is saved into a Google Sheet, and processed PDFs are moved to a designated ‘Processed’ folder to prevent duplicates.
• Results are accessible in the Google Sheet for review, filtering, or exporting.

Setup & requirements

• Google Drive and Google Sheets API credentials—must be connected and configured.
• OpenAI API key with access to models like GPT-4.1-NANO.
• Source folder ID for PDFs and a destination ‘Processed’ folder ID in Google Drive.
• Google Sheet URL for data storage.
• Estimated setup complexity: Medium, involving API integrations and placeholder configurations.

Use cases

• Real estate agencies managing rental contracts.
• Property management companies automating document data entry.
• Legal teams extracting clause details from contracts for compliance.

Who is this for

• Property managers and real estate agents.
• Legal and compliance teams dealing with rental agreements.
• Operations teams aiming to streamline document processing.

Why this matters

• Saves hours per week by automating data extraction from contracts.
• Reduces manual data entry errors and improves accuracy.
• Enables scalable management of increasing contract volumes.