Smartsheet - Google Document AI Integration and Automation

Common Integration Use Cases Between Smartsheet and Google Document AI

1. Automated Intake of Paper and PDF Forms into Smartsheet Workflows

Data flow: Google Document AI ? Smartsheet

Organizations can use Google Document AI to extract structured data from scanned forms, PDFs, and handwritten documents, then automatically populate Smartsheet rows for review and action. This is useful for onboarding packets, vendor applications, service requests, and compliance forms.

• Document AI captures fields such as names, dates, IDs, and signatures.
• Smartsheet creates or updates records and routes them through approval workflows.
• Teams reduce manual data entry and speed up case processing.

2. Invoice and Purchase Order Processing

Data flow: Google Document AI ? Smartsheet

Finance and procurement teams can extract invoice details, line items, and purchase order references from supplier documents using Google Document AI, then track approvals, exceptions, and payment status in Smartsheet.

• Document AI reads invoice totals, tax amounts, vendor names, and PO numbers.
• Smartsheet manages approval routing, budget checks, and exception handling.
• Operations gain better visibility into invoice cycle times and bottlenecks.

3. Contract Review and Obligation Tracking

Data flow: Google Document AI ? Smartsheet

Legal and operations teams can extract key clauses, renewal dates, service levels, and obligations from contracts and store them in Smartsheet for tracking and follow-up.

• Document AI identifies critical contract metadata from PDFs and scanned agreements.
• Smartsheet maintains a contract register with reminders and ownership assignments.
• Teams reduce missed renewals and improve compliance oversight.

4. Claims, Incident, and Case File Processing

Data flow: Google Document AI ? Smartsheet

For insurance, healthcare, facilities, or customer service operations, Document AI can extract information from claim forms, incident reports, and supporting documents, while Smartsheet coordinates case management and resolution tasks.

• Document AI captures incident details, dates, parties, and supporting evidence references.
• Smartsheet tracks case status, assignments, escalations, and SLA deadlines.
• Managers get a centralized view of open cases and resolution performance.

5. Employee Onboarding Document Verification

Data flow: Google Document AI ? Smartsheet

HR teams can automate the review of onboarding documents such as tax forms, IDs, certifications, and policy acknowledgments. Extracted data is pushed into Smartsheet to coordinate completion tasks across HR, IT, and hiring managers.

• Document AI extracts required fields from employee documents.
• Smartsheet tracks onboarding milestones and missing items.
• Cross-functional teams can see what is complete and what still needs attention.

6. Compliance Audit Evidence Collection and Tracking

Data flow: Bi-directional

During audits, Document AI can extract evidence details from uploaded files, while Smartsheet manages the audit plan, evidence requests, reviewer assignments, and remediation actions. Status updates in Smartsheet can trigger requests for additional documents, which are then processed by Document AI.

• Document AI reads policies, certificates, reports, and supporting records.
• Smartsheet tracks control owners, due dates, and audit findings.
• Audit teams improve traceability and reduce time spent reconciling evidence.

7. Project Document Indexing for Delivery Teams

Data flow: Google Document AI ? Smartsheet

Project teams can use Document AI to extract metadata from project-related documents such as statements of work, change orders, permits, and site reports, then link that information to project plans in Smartsheet.

• Document AI identifies document type, project name, dates, and key terms.
• Smartsheet stores the extracted data alongside project tasks and milestones.
• Delivery teams gain faster access to the right documents and better project governance.

8. Exception Management for High-Volume Operations

Data flow: Google Document AI ? Smartsheet

In operations with large volumes of incoming documents, such as logistics, shared services, or back-office processing, Document AI can classify and extract data from documents, while Smartsheet manages exception queues and resolution workflows.

• Document AI flags incomplete, mismatched, or low-confidence documents.
• Smartsheet assigns exceptions to the right team for review and correction.
• Organizations improve throughput while maintaining control over edge cases.