How to Set Up an AI Workflow to Extract Data from PDF Faxes and Send It to Google Sheets or a Database

Photo by ZHENYU LUO on Unsplash

AI gives new ways to perform daily tasks. Especially those jobs that require more time to extract data and copy it to other sources. Fax is still a medium of communication in healthcare, finance, logistics, or law. AI provides an intelligent way to extract key data from PDF faxes and send it straight to Google Sheets or a database.

Why Automate Fax Data Extraction?

• Save time: Manual data entry is tedious, slow, and expensive.
• Reduce errors: Automated systems can eliminate copy-paste mistakes.
• Scale effortlessly: Handle 10 faxes or 10,000 — same pipeline.
• Integrate with your stack: Data goes directly into the tools you already use — like Google Sheets, PostgreSQL, or Airtable.

What You’ll Build

• Receives a fax as a PDF (via email or a fax-to-digital service).
• Extracts text from the PDF using Optical Character Recognition (OCR).
• Parses the relevant fields using AI or smart rules.
• Sends the extracted data to Google Sheets or a database.

Receive the fax as a PDF