Zapier + Google Gemini = Zero-Touch Invoice Processing for Meta Ads

Streamline your Meta ad invoice processing with Zapier and Google Gemini for zero-touch automation and real-time reporting without manual data entry

Aug 12, 2025
Zapier + Google Gemini = Zero-Touch Invoice Processing for Meta Ads

Extracting Line Items from Meta Invoice PDFs Manually - Like an Animal

Until recently, one of our clients at work.flowers was manually copy-and-pasting campaign spend data from Meta ad invoice PDFs into a spreadsheet. Every month. Like an animal.
For some reason, Meta doesn’t offer CSV exports of invoice line items - only PDFs. And while Meta’s Ads Reporting tool is great for performance metrics, it doesn’t replace official financial documentation. So our client’s finance workflow was stuck in 2012.
We fixed that in under a day.
AI-powered invoice parsing in 4 easy steps
AI-powered invoice parsing in 4 easy steps
 

The Solution: Zapier + Google Gemini, No Engineering Required

Zapier’s new AI by Zapier tool makes it ridiculously simple to chain together powerful AI steps with other apps, using models from all the major LLM providers, like OpenAI, Google, and Anthropic. We used it to build a fully automated system that extracts every line item from a Meta PDF invoice and logs it to a Google Sheet.
Here’s a step-by-step breakdown:

1. New Invoice Detected in Google Drive

Zapier watches the a specified folder in Google Drive. When a new PDF invoice hits that folder, the Zap kicks off.

2. Extract the Full Raw Text from PDF

AI by Zapier uses Google Gemini to extract the full raw text from the PDF. Best of all: Gemini 2.0 Flash usage is included free with a Zapier plan - no API key required!
The UI looks like it’s expecting a URL, but this action can handle file objects perfectly as well
The UI looks like it’s expecting a URL, but this action can handle file objects perfectly as well

3. Use Gemini (Again) for Structured Data Extraction - No Prompt Engineering Required

The extracted text is then sent to another AI by Zapier step, which makes sense out of the giant blob of text and parses out structured data fields:
  • Campaign Name
  • Spend Amount
  • Invoice Date
  • Transaction ID
Zapier Prompt Builder makes it easy to get this right. Just give it a few lines describing vaguely what you want, hit the Improve prompt button, and you get a much more detailed, LLM-friendly prompt complete with examples.
Then you can have it automatically generate the output fields for your data with another click, and have it split the data into multiple rows - perfect for use cases like invoices, where you want one row per line item.
The extracted data - no heavy duty prompt engineering required
The extracted data - no heavy duty prompt engineering required

4. Add to Google Sheets

The last step is easy. Each line item extracted by Gemini is added as a row in a Google Sheet, resulting in a structured report of all Meta ad line items. And all you had to do was drop a file in a folder!

Why Founders and Lean Teams Should Care

This took us less than a day to set up. Our client now has:
  • Zero manual data entry
  • Real-time reporting from official invoice files
  • One less monthly task to assign (or avoid)
This is exactly the kind of work we love: fast, valuable, and scalable. You don’t need a data team, and you don’t need months of setup. If you’re wearing too many hats, we’ll help you take one off.
 

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