Automation library · Money admin

Auto-extract & approve invoices with OpenAI and Jotform

Started by an event in a connected app, and works across Gmail, Google Sheets and Slack. It hands the judgement calls to OpenAI. 17 steps, 4 branches: a working afternoon to understand properly.

MediumCalls a model: OpenAI

Download free
17 stepsMedium: a working afternoon
4Branches: places the flow splits
0Loops or waits
3Services it connects to

The flow

Starts it 1Model 4Logic 6Service 6

The steps in the order they run, from what starts it.

  1. 1OpenAI Chat ModelLm Chat Open AiModel
  2. 2Structured Output ParserOutput Parser StructuredModel
  3. 3Jotform TriggerJot Form triggerStarts it
  4. 4AI Fraud Detection AgentAgentModel
  5. 5Has Invoice Attachment?IfLogic
  6. 6Critical Fraud Risk?IfLogic
  7. 7Auto-Approve Eligible?IfLogic
  8. 8Extract Invoice AttachmentsCodeLogic
  9. 9Send a messageSlackService
  10. 10Amount > $5000?IfLogic
  11. 11Update an invoiceQuickbooksService
  12. 12AI Invoice OCR & ExtractionOpen AiModel
  13. 13Request Fraud InvestigationGmailService
  14. 14Request Manager ApprovalGmailService
  15. 15Notify Vendor - ApprovedGmailService
  16. 16Parse Invoice DataCodeLogic
  17. 17Log to Invoice DatabaseGoogle SheetsService

How it's built

Starts on
An event in a connected app
Steps
17, with 4 branches
Size
Medium: a working afternoon
Connects to
Gmail, Google Sheets, Slack
Model
OpenAI

Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Sheets and Slack accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an event in a connected app.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 17 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

Before you run it

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 17 steps before you point it at anything that matters.