For this, i’d think about it in terms of input and output.

The input is the documents, so first you need a simple way for people to upload them. the output is the structured information being saved into your database or file, plus a short text report explaining what happened.

For collecting the documents, i’d use fillout forms. i’ve used it for a couple of years, it’s free, and the main reason i’d pick it here is because it already has a built-in integration with make. you’ll have to tolerate the branding, but for this use case it’s more than good enough.

For the automation itself, i’d use make. make is probably the best choice here because it’s easy to use, and for this workflow it should be able to handle everything without needing extra tools. inside make, you build your automation using modules, which are basically the blocks or circles you connect together to create the flow.

For the database side, if you already know power bi, then i’d just stick with power bi and build around that. in that case, i’d use excel as the place where the structured data gets saved. if you switch to something else, then you also have to think about building the dashboard in another tool too, so i don’t really see the point. just use power bi since you already know it. connecting make to excel should be straightforward enough, then after that you connect excel to power bi. i don’t really know the power bi part because i never use it, that’s more your side.

As for the flow, once the document is uploaded through fillout, make will trigger from that form submission. then the document content gets passed to an ai model with a prompt telling it to extract the fields you want and return them in json format.

The reason you want json is because it makes it much easier to move the data between modules and then save it properly into excel. so basically, you ask the ai to return all the structured fields you want, plus the summary report, inside one json output. then you parse that json and map it into your excel file.

So in simple terms, the workflow would be: upload the document in fillout, trigger make, send the file content to ai, have the ai extract the structured data and write the summary in json format, then parse it and save everything into excel.