How to Sync Invoice Data to Airtable

Airtable is a powerful tool for organizing business data, creating custom workflows, and building reports. By connecting VATextract to Airtable, you can automatically sync your extracted invoice data for seamless integration with your existing business processes.

Why Sync Invoice Data to Airtable?

Connecting VATextract to Airtable opens up powerful possibilities:

• Custom dashboards: Build visual reports showing spending by supplier, category, or time period
• Workflow automation: Trigger notifications, approvals, or follow-up tasks based on invoice data
• Team collaboration: Share invoice data with your team in a familiar interface
• Integration hub: Connect to other tools via Airtable's extensive integrations

Setting Up the Airtable Integration

Step 1: Connect Your Airtable Account

1. Navigate to Settings in your VATextract dashboard
2. Find the Airtable Integration section
3. Click Connect to Airtable
4. Authorize VATextract to access your Airtable workspace

Step 2: Create Your Tables

You have two options:

Option A: Use an Existing Table Select an existing base and table from your Airtable workspace. Map each invoice field to the corresponding Airtable column.

Option B: Create a Template (Recommended) Click Create New and VATextract will automatically create a perfectly structured table with all the right columns for invoice data.

If you want to include line items, check the Include Line Items Table option. This creates two linked tables:

• Invoices: Your main invoice records
• Line Items: Individual line items linked back to their parent invoices

Step 3: Map Your Fields

For each invoice field (supplier name, invoice number, amounts, etc.), select the corresponding Airtable column. If you used the template option, this is done automatically.

For line items, map fields like:

• Description
• Quantity
• Unit
• Unit Price
• Amount

Step 4: Export Your Invoices

Once configured, go to your dashboard and:

1. Select the invoices you want to sync
2. Click Export to Airtable
3. Your data appears in Airtable within seconds

Working with Line Items

The two-table architecture for line items gives you powerful flexibility:

• Roll up totals: Create rollup fields in your Invoices table to sum line item amounts
• Filter and sort: Find specific products or services across all invoices
• Analyse spending: Group line items by description to see where your money goes

Tips for Success

Keep Your Mapping Consistent

Once you've set up your field mapping, avoid changing column names in Airtable. If you do, update your mapping in VATextract settings.

Use Views for Different Perspectives

Create Airtable views to see your invoice data in different ways:

• By Quarter: Filter by date for VAT filing
• By Supplier: Group invoices by vendor
• Pending Payment: Track unpaid invoices

Automate with Airtable Automations

Set up Airtable automations to:

• Send Slack notifications for large invoices
• Create calendar reminders for payment due dates
• Update a master spending tracker

Next Steps

Ready to streamline your invoice workflow? Connect your Airtable account today and start syncing your invoice data automatically.

If you haven't already, sign up for VATextract to get started with automated invoice extraction and Airtable integration.