Automate Invoice Processing from Gmail to Google Sheets
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Streamline your invoice management by automatically extracting data from Gmail attachments and organizing it into Google Sheets. This workflow leverages AI to accurately parse invoice details, saving you manual data entry time and reducing errors.
About This Workflow
This powerful n8n workflow automates the entire process of handling invoices received via email. It starts by monitoring a specific Gmail label for new emails with attachments. Upon detection, it verifies the presence of attachments and then uses AI (OpenAI Chat Model) to intelligently extract key invoice data from PDF attachments. The extracted information is then meticulously organized and populated into a new Google Sheet, which is automatically created with a timestamped name and moved into a dedicated 'invoices' folder for easy access and management. This end-to-end automation eliminates tedious manual tasks, improves data accuracy, and ensures your financial data is always up-to-date and readily available.
Key Features
- Gmail Integration: Automatically detect and process invoices from a specific Gmail label.
- AI-Powered Data Extraction: Utilize OpenAI's advanced models to accurately extract invoice details from PDFs.
- Dynamic Spreadsheet Creation: Generate new Google Sheets for each invoice with a unique, timestamped name.
- Automated Folder Organization: Move newly created spreadsheets into a designated 'invoices' folder in Google Drive.
- Attachment Handling: Ensures that only emails with attachments are processed, with options to download them.
How To Use
- Configure Gmail Trigger: Set up the 'Gmail Trigger' node to monitor a specific label (e.g., 'invoices') in your Gmail account. Configure it to poll every minute for new emails.
- Set Up Attachment Verification: Use the 'Attachment Verification' node to ensure that emails triggering the workflow have attachments before proceeding.
- Extract Invoice Data: Connect the 'Extract Invoice data' node to process the PDF attachments. Ensure the
binaryPropertyNameis correctly set to reference the attachment. - AI Data Processing: Integrate the 'OpenAI Chat Model' node to parse the extracted invoice data. Define prompts to guide the AI in extracting specific fields (e.g., invoice number, billed to, amounts).
- Prepare Data for Spreadsheet: Use the 'Preparing Final data' code node to transform the AI's output into a structured format suitable for Google Sheets.
- Create and Populate Spreadsheet: Configure the 'Final Spreadsheet with Invoice data' node to create a new Google Sheet. Map the extracted invoice fields to the defined columns.
- Organize in Google Drive: Connect the 'Move spreadsheet in invoice folder' node to automatically move the newly created spreadsheet into your designated 'invoices' folder in Google Drive.
Apps Used
Workflow JSON
{
"id": "4fe5a42c-4a81-432f-9b31-d9c2b290da5e",
"name": "Automate Invoice Processing from Gmail to Google Sheets",
"nodes": 15,
"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: 4fe5a42c-4a81...
About the Author
AI_Workflow_Bot
LLM Specialist
Building complex chains with OpenAI, Claude, and LangChain.
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