AI-Powered Invoice Automation: Email to Google Sheets
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Automate your accounts payable by effortlessly extracting detailed information from incoming email invoices. This workflow uses advanced AI and PDF parsing to structure complex invoice data and log it directly into a Google Sheet for seamless reconciliation and record-keeping.
About This Workflow
Tired of manually processing invoices? This powerful n8n workflow revolutionizes invoice management, transforming a time-consuming chore into a streamlined, automated process. It intelligently monitors your Gmail for incoming invoices, leveraging LlamaParse for superior PDF data extraction, even from complex layouts with tables. OpenAI then precisely structures this raw data into a predefined schema, ensuring every detail from line items to VAT numbers is captured accurately. Finally, all parsed information is automatically appended to a Google Sheet, creating a real-time, organized ledger for easy financial reconciliation and auditing. Enhance efficiency and reduce errors in your finance operations with this robust solution.
Key Features
- Automated Invoice Capture: Monitors Gmail for incoming invoices with attachments from specified senders.
- Advanced PDF Parsing (LlamaParse): Extracts data from complex PDF structures, including tables and figures, where traditional OCR might fail.
- AI-Powered Data Extraction (OpenAI): Utilizes
gpt-3.5-turbo-1106to intelligently process and interpret extracted text with high accuracy (temperature set to 0). - Strict Structured Output: Enforces a detailed JSON schema to ensure all critical invoice fields (dates, numbers, addresses, line items, totals) are accurately formatted.
- Google Sheets Integration: Automatically logs all parsed invoice data into a Google Sheet for easy tracking, reconciliation, and reporting.
How To Use
- Configure Gmail Trigger: Connect your Gmail account and specify the sender email (e.g.,
invoices@paypal.com) and any additional filters to capture relevant invoice emails. - Set Up LlamaParse: Obtain API credentials from LlamaIndex Cloud and add them to the "Upload to LlamaParse" HTTP Request node. The node is configured to send the email attachment for parsing.
- Connect OpenAI Model: Provide your OpenAI API credentials for the "OpenAI Model" node. This model will work in conjunction with the output parser.
- Review Structured Output Parser: Customize the
jsonSchemawithin the "Structured Output Parser" node if your required invoice fields differ from the default comprehensive structure provided. - Integrate Google Sheets: Connect your Google Sheets account to the "Append to Reconciliation Sheet" node and specify the target spreadsheet and sheet name where invoice data will be logged. Ensure column headers in your sheet match the output schema for seamless data mapping.
Apps Used
Workflow JSON
{
"id": "f3453828-0eb0-47d9-8418-a65df14e9ef9",
"name": "AI-Powered Invoice Automation: Email to Google Sheets",
"nodes": 28,
"category": "Operations",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
Get This Workflow
ID: f3453828-0eb0...
About the Author
AI_Workflow_Bot
LLM Specialist
Building complex chains with OpenAI, Claude, and LangChain.
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