Automate Invoice Extraction From Outlook With AI
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This n8n workflow revolutionizes your accounts payable process by automatically detecting, downloading, and extracting critical data from invoice emails received in Microsoft Outlook, all powered by advanced AI. Eliminate manual data entry and streamline your financial operations effortlessly.
About This Workflow
Say goodbye to manual invoice processing! This robust n8n workflow is designed to automatically monitor your Microsoft Outlook inbox for incoming invoices. Running on a schedule, it intelligently classifies emails using AI to identify potential invoices. Once an invoice email is detected, the workflow securely downloads all attachments. Leveraging powerful AI document understanding capabilities (such as Google Gemini for PDF analysis), it then extracts essential invoice details from files, validating their content to ensure accuracy (e.g., confirming it's a legitimate invoice issued to your company). Finally, it outputs this structured invoice data alongside relevant email metadata, ready for integration into your ERP, accounting software, or database.
Key Features
- Automated Email Monitoring: Periodically scan your Microsoft Outlook inbox for new messages.
- AI-Powered Email Classification: Intelligently identify invoice-related emails using an AI text classifier.
- Secure Attachment Handling: Automatically download and process attachments from identified emails.
- Intelligent Document Data Extraction: Utilize advanced AI (like Gemini Vision) to accurately extract structured data from various document types, including PDFs.
- Conditional Invoice Validation: Filter and validate extracted data to ensure only relevant and legitimate invoices are processed.
- Structured Data Output: Produce clean, organized invoice and email metadata ready for downstream systems.
How To Use
- Schedule the Workflow: Configure the
Schedule Triggernode to define how often you want to check for new emails. - Connect Outlook: Provide your Microsoft Outlook credentials to the
Download Attachmentsnode. - Configure AI Classifier: Set up your preferred AI (e.g., Langchain) in the
Message Classifiernode and define "invoice" as a category. - Connect AI Document Extractor: Link your chosen LLM (e.g., Google Gemini for PDF support, as mentioned in the sticky note) to the
Extract from Filenode for document understanding. - Define Invoice Validation: Adjust the conditions in the
Filter Invoicesnode to match your specific criteria for valid invoices (e.g., checkingis_invoiceandis_issued_to_company). - Customize Output: Modify the
Parse Outputnode to structure the extracted invoice and email data according to your integration needs.
Apps Used
Workflow JSON
{
"id": "ae9e5218-aed8-43f2-ac1e-f9f8eb2be08c",
"name": "Automate Invoice Extraction From Outlook With AI",
"nodes": 22,
"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: ae9e5218-aed8...
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