Others

How to Automate Invoice Extraction with Power Automate, AI Builder, and Excel

Natalie Taylor Oct 14, 2026 869 views

Question details

The user needs to automate processing PDF invoices by extracting a customer number using AI Builder and looking up the corresponding email address in an Excel file to send the invoice.

Automating Invoice Data Extraction with Power Automate and Excel

Product: Power Automate, Microsoft Excel
Device & OS: not provided
Scenario: Setting up an automated workflow to process incoming PDF invoices, look up customer details, and dispatch emails without using Microsoft Dataverse.
Observed behavior: Requires clarification on the optimal workflow setup, specifically regarding Excel formatting requirements and whether to use cloud or desktop flows.

Before you start

Ensure your Excel file containing customer numbers and email addresses is formatted as a formal Excel Table and saved in a cloud location like OneDrive or SharePoint.

Solution 1Recommended

Set up a Cloud Flow with Excel Online and AI Builder

Use a cloud-based Power Automate flow to extract data via AI Builder and look up corresponding emails in an Excel table stored in the cloud.

A cloud flow is the simplest and most efficient option for this workflow. It seamlessly connects AI Builder with Excel Online, removing the need for complex desktop setups or Microsoft Dataverse.

Format Excel data as a table

Open your customer list in Excel, select the data containing customer numbers and email addresses, and press Ctrl+T to convert it into a formal Table. Save this file to OneDrive or SharePoint.

Create a new cloud flow

Log into Power Automate, create a new automated cloud flow, and set up your preferred trigger (e.g., 'When a new email arrives' with the invoice attached).

Extract invoice data

Add an AI Builder action to process the incoming PDF invoice. Configure the model to extract the specific customer number from the document.

Look up email address

Add the Excel Online action 'List rows present in a table'. Select the OneDrive/SharePoint location, choose your file, and select the table you created. Use the extracted customer number to filter and find the correct row.

Send the invoice

Add an Outlook action (or your preferred email provider) to send an email. Use the dynamic email address retrieved from the Excel action for the 'To' field, and attach the original PDF invoice.

Set up a Cloud Flow with Excel Online and AI Builder

Table Formatting is Mandatory: The Excel Online action 'List rows present in a table' strictly requires a formal Excel Table. Relying solely on matching headers without a defined table structure will cause the workflow to fail.

Free Microsoft Office alternative

Manage Invoice Data Seamlessly with WPS Office

While Power Automate workflows require Microsoft's cloud ecosystem for execution, you can easily prepare, edit, and manage your underlying invoice data and tables using WPS Office—a free, lightweight alternative.

1. Download and Install: Get WPS Office for free from the official website and install it on your device.
2. Open your dataset: Launch WPS Spreadsheet and open your customer list containing numbers and emails.
3. Format as Table: Select your data range, navigate to the Home tab, and use the 'Format as Table' feature to prepare your data for cloud automation.

Fully compatible with Microsoft Excel formats (.xlsx)Free and lightweight spreadsheet alternativeFamiliar interface for easy data and table formattingCross-platform support for Windows, Mac, and Linux

microsoft office alternative - wps office

Frequently Asked Questions

Does the Excel email list need to be formatted as a table?

Yes. The 'List rows present in a table' action in Power Automate explicitly requires the data to be in a formal Excel Table. Standard ranges with matching headers are not sufficient and will not be recognized by the automation.

Can I use the free desktop version of Power Automate for this?

While desktop flows are useful for extracting complex tables directly from PDFs locally, a cloud flow built from the Microsoft 365 website is highly recommended. Cloud flows are simpler for this specific integration between AI Builder, Excel Online, and Outlook.

Is Microsoft Dataverse required for this workflow?

No, Microsoft Dataverse is not necessary for this basic workflow. You can effectively store and manage your customer numbers and email addresses directly in an Excel table hosted on OneDrive or SharePoint.

Office Quick Solutions