Automate Daily Invoice Archiving to Google Drive with Slack Notifications
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This workflow automates the crucial task of retrieving daily invoices from your Gmail inbox, saving them directly into a structured Google Drive folder (Year/Month), and notifying your team via Slack. It ensures no invoice is missed and keeps your financial documents perfectly organized without manual effort.
About This Workflow
This powerful n8n workflow streamlines your daily financial operations by fully automating the process of handling incoming invoices. Scheduled to run daily (e.g., at 23:45), it intelligently scans your specified Gmail inbox for unread emails containing attachments from designated senders like "orlenpay@orlen.pl". Upon discovery, it extracts the invoice attachment and neatly files it into a predefined Google Drive structure, creating or identifying the correct Year and Month folders. Finally, it marks the email as read and sends a clear notification to a Slack channel, providing real-time updates on newly archived invoices. Say goodbye to manual downloading, organizing, and notifying.
Key Features
- Automated Daily Scan: Configured to run at a specific time (e.g., 23:45 daily) to check for new invoices.
- Smart Email Filtering: Automatically identifies unread emails from specific senders with attachments (e.g., Orlen invoices).
- Dynamic Google Drive Organization: Creates a structured folder hierarchy (Year/Month) and uploads invoices directly to the correct location.
- Instant Slack Notifications: Notifies a designated Slack channel with details of each archived invoice and its location.
- Inbox Cleanup: Marks processed invoice emails as read to maintain an organized inbox.
How To Use
- Configure Gmail Credentials: Connect your Gmail account with OAuth2, ensuring it has permission to read emails and modify labels.
- Set Google Drive Credentials: Connect your Google Drive account with OAuth2, ensuring it has permission to create folders and upload files.
- Adjust Trigger Time: Modify the
Every 23:45node to your preferred daily execution time. You can also use theOn clicking 'execute'node for manual testing. - Customize Gmail Search Query: In the
Orlen Invoicenode, update theqparameter inAdditional Fieldsto match your specific invoice sender and criteria (e.g.,from:(your_vendor@example.com) has:attachment is:unread). - Configure Slack Notifications: Connect your Slack account with OAuth2 and specify the target
channeland customize the notificationtextin theSlacknode. - (Optional) Create Root Folder: Ensure a root folder (e.g., "Firma" or "Invoices") exists in your Google Drive where the Year/Month folders will be created/found.
Apps Used
Workflow JSON
{
"id": "8ba74d3c-73f0-459b-8ce8-62fc1c31943f",
"name": "Automate Daily Invoice Archiving to Google Drive with Slack Notifications",
"nodes": 11,
"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: 8ba74d3c-73f0...
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