Airtable Artwork Sales OCR Workflow
Budget: $30 – $250 USD
I have a fixed-template PDF sale form that accompanies every artwork purchase. I want those PDFs to flow smoothly into an Airtable base, have eleven key fields lifted out automatically, and be presented side-by-side with the original scan so I can eyeball and approve each record before it continues on to Wufoo for downstream processing.
Here is the flow I need put in place:
• A simple drop zone (Drag-and-drop, email-to-base, or other method you recommend) that lands each new PDF in Airtable.
• Automatic field extraction for Receipt Number, Seller Charity Name, Sale Date, Artwork Description, Type (checkbox), Sale Price, Shipping, Purchaser Name, Email, Phone, and Comments. The PDF format never changes, so you are free to choose whichever AI/OCR stack you trust for accuracy and speed.
• A review layout inside Airtable with the PDF rendered on the left and the extracted fields listed vertically on the right so I can tweak any mis-reads.
• When the Status field flips to “Approved,” the record should be pushed straight to Wufoo via the integration platform of your choice; I’m tool-agnostic as long as it is reliable and cost-effective.
• Clear, step-by-step documentation so future staff can handle new PDFs without needing you on call.
Deliverables
1. Airtable base configured with tables, views, and automations described above.
2. Working OCR/integration scenario tested on multiple sample PDFs.
3. Written setup guide and quick-start instructions for adding new forms going forward.
If you’ve already built similar Airtable + OCR + integration workflows, I’d love to see a quick summary or screenshot. Efficiency, accuracy, and keeping ongoing costs low are top priorities.
Here is the flow I need put in place:
• A simple drop zone (Drag-and-drop, email-to-base, or other method you recommend) that lands each new PDF in Airtable.
• Automatic field extraction for Receipt Number, Seller Charity Name, Sale Date, Artwork Description, Type (checkbox), Sale Price, Shipping, Purchaser Name, Email, Phone, and Comments. The PDF format never changes, so you are free to choose whichever AI/OCR stack you trust for accuracy and speed.
• A review layout inside Airtable with the PDF rendered on the left and the extracted fields listed vertically on the right so I can tweak any mis-reads.
• When the Status field flips to “Approved,” the record should be pushed straight to Wufoo via the integration platform of your choice; I’m tool-agnostic as long as it is reliable and cost-effective.
• Clear, step-by-step documentation so future staff can handle new PDFs without needing you on call.
Deliverables
1. Airtable base configured with tables, views, and automations described above.
2. Working OCR/integration scenario tested on multiple sample PDFs.
3. Written setup guide and quick-start instructions for adding new forms going forward.
If you’ve already built similar Airtable + OCR + integration workflows, I’d love to see a quick summary or screenshot. Efficiency, accuracy, and keeping ongoing costs low are top priorities.