Automated AI-Powered Invoice Generation from Emails to QuickBooks
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Streamline your invoicing process with this powerful n8n workflow. It automatically monitors your Gmail for invoice requests, uses AI to extract client and invoice details, creates customers and invoices in QuickBooks, and drafts a reply email with the invoice attached.
About This Workflow
Never miss an invoice request again! This n8n workflow operates on a schedule, scanning your Gmail for emails tagged with a specific label (e.g., 'Invoice Needed'). Leveraging the power of OpenAI's GPT-4o-mini, it intelligently extracts all necessary client information (name, address, email, phone) and invoice details (amount, description). The workflow then checks QuickBooks Online for the client, creating a new customer record if one doesn't exist. Finally, it generates the invoice in QuickBooks, downloads it as a PDF, and prepares a draft reply email with the invoice securely attached, ready for your review and send-off.
Key Features
- Intelligent Email Monitoring: Automatically scans Gmail for invoice requests based on a defined label.
- AI-Powered Data Extraction: Utilizes OpenAI to accurately pull client and invoice details from email content.
- Automated QuickBooks Client Management: Automatically checks for existing customers in QuickBooks and creates new ones with extracted details if needed.
- Effortless Invoice Generation: Creates detailed invoices in QuickBooks Online, populating all fields from AI-extracted data.
- Seamless Invoice Delivery: Downloads the generated invoice PDF and drafts a personalized email reply with the invoice attached.
How To Use
- Set up Credentials: Connect your Gmail, QuickBooks Online, and OpenAI accounts to n8n.
- Gmail Label: Create a specific label in Gmail (e.g., 'Invoice Needed') that you'll apply to emails requiring an invoice. Update the
Get Messages w/ Invoice Needed Labelnode with your label ID. - AI Agent Configuration: Customize the AI prompt in the
AI Agent: Extract Customer & Invoice Detailsnode to best understand your typical invoice request email formats. - QuickBooks Invoice Details: In the
Create A New Invoicenode, update theitemIdandTaxCodeRefto match your QuickBooks Online product/service item and tax settings. - Schedule Trigger: Adjust the frequency of the
Schedule Triggernode to control how often the workflow checks for new invoice requests (e.g., every hour, daily). - Review and Activate: Test the workflow with a sample email to ensure all data is extracted and processed correctly before activating.
Apps Used
Workflow JSON
{
"id": "1d5eb877-72af-4d15-b696-b42cb1a730e3",
"name": "Automated AI-Powered Invoice Generation from Emails to QuickBooks",
"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.
Get This Workflow
ID: 1d5eb877-72af...
About the Author
DevOps_Master_X
Infrastructure Expert
Specializing in CI/CD pipelines, Docker, and Kubernetes automations.
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