Automate Invoice Line Item Extraction with AI
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This workflow automates the extraction of detailed line items from invoice documents uploaded to Google Drive. Leveraging AI (GPT-4o-mini) with JSON schema validation, it accurately parses item descriptions, quantities, unit prices, and amounts. All extracted data is then automatically organized and linked in Airtable for streamlined financial tracking.
About This Workflow
This powerful n8n workflow revolutionizes invoice processing by automating the tedious and error-prone task of line item extraction. Upon detecting new invoices in a designated Google Drive folder, the system triggers an advanced parsing process. It utilizes a combination of initial document processing (e.g., LlamaParse) to extract raw text, followed by the intelligent gpt-4o-mini AI model to precisely identify and structure critical line item data like descriptions, quantities, and pricing. With strict JSON schema validation, data accuracy and consistency are guaranteed. Finally, all extracted details are seamlessly pushed into your Airtable database, creating linked records for both the main invoice and its individual line items, drastically reducing manual data entry and improving operational efficiency.
Key Features
- AI-Powered Line Item Extraction: Leverages
gpt-4o-miniwith strict JSON schema validation for highly accurate and structured data extraction from invoice content. - Automated Document Ingestion: Automatically triggers on new invoice uploads to a specified Google Drive folder, initiating the parsing process without manual intervention.
- Structured Data Output: Ensures consistent data formatting for descriptions, quantities, unit prices, and amounts, ready for direct database integration.
- Seamless Airtable Integration: Creates and links parent invoice records with their individual line items in Airtable for comprehensive financial tracking and reporting.
- Customizable Data Processing: Includes a JavaScript function to meticulously parse and format AI responses, ensuring data integrity before storage.
How To Use
- Google Drive Trigger Setup: Configure the Google Drive node to monitor a specific folder where your invoice documents will be uploaded, acting as the workflow's starting point.
- Document Parsing Integration: Set up an HTTP Request node to send the invoice file to an OCR or document parsing service (e.g., LlamaParse) and configure a Webhook node to receive the parsed text output.
- Airtable Base Configuration: Create an Airtable base with two tables: one for "Invoices" (to store main invoice data) and another for "Line Items" (to store individual item details, linked to the "Invoices" table).
- Airtable 'Create Invoice' Node: Map the relevant data received from the Webhook (LlamaParse output) to create new records in your "Invoices" Airtable table.
- OpenAI Preparation ('Set Fields' Node): Utilize a 'Set Fields' node to prepare the prompt content and the JSON schema that will guide the OpenAI model in extracting line items.
- OpenAI Line Item Extraction: Configure the OpenAI node to use the
gpt-4o-minimodel, feeding it the raw text from the Webhook and the prompt/schema from the 'Set Fields' node. This will extract structured line item data. - Process Extracted Items (Function Node): Implement a Function node with the provided JavaScript code to parse the OpenAI response and transform the extracted line items into a format suitable for Airtable.
- Airtable 'Create Line Items' Node: Map the processed line item data from the Function node to create individual records in your "Line Items" Airtable table, ensuring each item is linked to the main invoice record created earlier.
Apps Used
Workflow JSON
{
"id": "cc5aa9f8-18d7-400e-bb50-ab5f258cd076",
"name": "Automate Invoice Line Item Extraction with AI",
"nodes": 16,
"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: cc5aa9f8-18d7...
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