Automate Invoice Processing with AI and Human Oversight
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This n8n workflow intelligently automates the processing of incoming invoices received via Gmail. It leverages Azure GPT-4.1 for AI-powered invoice detection and data analysis, incorporating a crucial human verification step to ensure accuracy before saving documents locally.
About This Workflow
Revolutionize your accounts payable process by automating invoice handling directly from your inbox. This n8n workflow continuously monitors your Gmail for new emails, specifically targeting those from designated senders that contain PDF attachments and mention 'Invoice' in the subject. Using the advanced capabilities of Azure GPT-4.1, the workflow intelligently analyzes the PDF content to determine if it is a valid invoice. For any documents the AI cannot confidently classify or deems not an invoice, it seamlessly routes them for human review and approval. Once an invoice is verified, either by AI or human, the PDF is securely saved to your local storage, and a confirmation email is sent. This drastically reduces manual effort, accelerates processing times, and minimizes errors in your financial operations.
Key Features
- Automated Email Monitoring: Continuously scans designated Gmail accounts for new emails, efficiently filtering for invoice-related subjects and attachments.
- Intelligent AI Document Classification: Employs Azure GPT-4.1 via a Langchain Information Extractor node to analyze PDF attachment content and accurately identify whether a document is an invoice.
- Human-in-the-Loop Verification: Automatically flags and routes uncertain or AI-rejected documents for manual human review and approval via email, ensuring accuracy and mitigating potential AI errors.
- Automated Secure Saving: Successfully classified and approved invoice PDFs are automatically downloaded and saved to a specified local directory with unique, timestamped filenames.
- Real-time Notifications: Sends personalized email confirmations upon successful invoice processing and saving, keeping stakeholders informed.
How To Use
- Configure Gmail Trigger: Connect your Gmail account credentials and specify the sender email address from which you expect invoices. Ensure the 'Download Attachments' option is enabled.
- Set up AI (Information Extractor & Azure OpenAI): Provide your Azure OpenAI API credentials. Within the 'Information Extractor' node, review and adjust the
systemPromptTemplate(e.g., "You are an expert reviewing invoices. Analyze the texts and say if it is an invoice. Just answer 'Yes' or 'No'") to suit your specific invoice identification criteria. - Define Human Verification: Customize the recipient email address for approval requests in the 'Send a message' node (this path activates if the AI classifies a document as 'No' or encounters parsing issues).
- Specify Local Save Path: Update the
fileNameparameter in the 'Save PDF Locally' node to your preferred local directory path and naming convention for saving invoices (e.g.,C:/YourFolder/Invoices/invoice_{{ $now.toFormat('yyyyLLdd_HHmmss') }}.pdf). - Customize Notifications: Modify the recipient and content of the confirmation emails in the 'Invoice Saved Message' node to tailor status updates to your team.
Apps Used
Workflow JSON
{
"id": "7c1a8eb3-f2e5-4729-a2b4-21bebfb4391e",
"name": "Automate Invoice Processing with AI and Human Oversight",
"nodes": 14,
"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: 7c1a8eb3-f2e5...
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