How to scan shipping labels to Excel with Power Automate and AI Builder

In Power Automate, go to AI hub and select Prompts. Choose Build your own prompt.

In the instructions, ask the model to extract these fields from the image: tracking number, service level, weight, PO or reference, pieces, to address and from address. Add these rules:

• Return an empty string for any field that is missing, so the output always has the same structure.
• Replace any line breaks or tabs in the addresses with a comma, so each address fits in one Excel column.
• Keep the address parts in this order: name, address, city, postal code, country.

You can extract more fields, or split the address into separate columns, if you need to.

Delete the document placeholder text in the prompt. Click Add content and choose Image or document, then upload a sample label.

The default model (GPT-4.1 mini in the video) handles this task well. Under Model response, change the output format to JSON so Power Automate can map each field.

Click Test. After a few seconds you get JSON with every field you defined and the addresses formatted on one line. Rename the prompt to Shipping Label Extractor and save it.

Click Create > Instant cloud flow. Name it Shipping Data Log, choose Manually trigger a flow and click Create.

In the trigger, click Add an input and choose File. The flow now asks for a file each time it runs, and on your phone that means you can take a photo.

In Excel for the web, create a blank workbook named Shipping Log. Add a header for each field from the prompt, plus two optional columns: one for the date and time the label was scanned (Received At) and one for the Microsoft 365 user who scanned it (Receiver).

Select the range, choose Format as Table, pick a style and tick My table has headers. The table is named Table1 by default. You can rename it on the Table Design tab.

Back in the flow, add Run a prompt from the AI capabilities group (or search for it). Select Shipping Label Extractor. For the image input, choose Enter the data from previous step, expand See more under the trigger and select the file content (contentBytes).

These two values are not on the label. Add the Current time action to capture when the flow runs. Then add the Office 365 Users action Get my profile (V2) to get the name of the person running the flow.

Add the Excel Online (Business) action Add a row into a table.

• Location: OneDrive for Business
• Document Library: OneDrive
• File: Shipping Log.xlsx
• Table: Table1

Open Advanced parameters and tick all your table columns (you do not need DateTime Format). Then map:

• Received At: Current time
• Receiver: Display name from Get my profile (V2)
• Tracking number, service level, weight, PO or reference, pieces, to address and from address: the matching fields from Run a prompt (expand See more)

Save the flow.

Click Test > Manually > Test > Continue. Click Import, choose a label image and click Run flow. When it finishes, open the Excel file and check that each value landed in the right column.

Open the Power Automate mobile app. Find the flow, tap the three dots and choose Run flow. Tap the file content field, choose to launch the camera, take a photo of the label and tap Use photo. Tap Run flow. A few seconds later a new row appears in Excel.