Automate Invoice Processing with AI and Google Drive
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Streamline your invoice management by automatically extracting data from PDFs stored in Google Drive. This workflow leverages AI to parse invoices and categorize them, saving you valuable time and reducing manual errors.
About This Workflow
Tired of manually entering invoice data? This n8n workflow automates the entire process. It starts by monitoring a specified Google Drive folder for new invoice PDFs. Upon detection, the PDF is downloaded, its text extracted, and then fed into a powerful AI model (GPT-4o-mini) that acts as an intelligent invoice parser. The AI is trained to identify and extract crucial information like invoice number, dates, vendor, amounts, line items, and importantly, categorizes the invoice (e.g., Utilities, Office Supplies). The structured data is then seamlessly inserted into a Google Sheet for easy tracking and analysis. This solution significantly reduces manual effort, improves data accuracy, and provides a clear overview of your expenses.
Key Features
- Automated Monitoring: Continuously scans a designated Google Drive folder for new invoice files.
- Intelligent AI Parsing: Utilizes OpenAI's GPT-4o-mini with structured output to accurately extract key invoice details.
- Automatic Categorization: Classifies invoices into predefined categories for better expense management.
- Seamless Data Integration: Inserts extracted invoice data directly into a Google Sheet.
- Error Reduction: Minimizes manual data entry, leading to increased accuracy and efficiency.
How To Use
- Set up Google Drive Trigger: Configure the 'Invoice Folder Monitor' node to watch your specific Google Drive folder for new file creations. Ensure your Google Drive credentials are set up.
- Download Invoice PDF: The 'Download Invoice PDF' node will automatically download the newly created invoice file using its ID.
- Extract Text: Use the 'PDF Text Extractor' node to convert the downloaded PDF into plain text.
- AI Parsing: Connect the 'Invoice Parser AI Agent' node. Ensure your OpenAI API credentials are set up. The node is pre-configured with a prompt to extract specific invoice details and a JSON schema for structured output.
- Structured Output: The 'Structured Output Parser' node will ensure the AI's output adheres to the defined JSON schema, making it ready for further processing.
- Insert into Google Sheets: Configure the 'Insert Invoice Data' node with your Google Sheet details. Map the extracted JSON fields (invoice number, dates, amounts, category, etc.) to your Google Sheet columns. Ensure your Google Sheets credentials are set up.
Apps Used
Workflow JSON
{
"id": "c03c691e-7d58-4d03-9b04-e27706403804",
"name": "Automate Invoice Processing with AI and Google Drive",
"nodes": 8,
"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.
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ID: c03c691e-7d58...
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