# Automate invoice creation & smart reminders with Jotform: n8n workflow

> Started by another system calling it, and works across Outlook and n8n data table. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/automate-invoice-creation-and-smart-reminders-with-jotform (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Money admin](https://millionrounds.com/workflows?category=Money+admin#library)

# Automate invoice creation & smart reminders with Jotform

Started by another system calling it, and works across Outlook and n8n data table. It hands the judgement calls to OpenAI. 27 steps, 4 branches, 1 loop or waits: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-invoice-creation-and-smart-reminders-with-jotform)

**27 steps** Large: read it before trusting it with anything live

**4** Branches: places the flow splits

**1** Loop or waits

**2** Services it connects to

## The flow

Starts it 2 Model 2 Logic 9 Service 14

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

- 1 **Receive form submission** Webhook *Starts it*
- 2 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 3 **Schedule reminders trigger** Schedule trigger *Starts it*
- 4 **Format data** Code *Logic*
- 5 **AI Agent** Agent *Model*
- 6 **Add reminders config** Set *Logic*
- 7 **Check if the customer exists** Quickbooks *Service*
- 8 **Send reminders sent summary** Microsoft Outlook *Service*
- 9 **If2** If *Logic*
- 10 **If** If *Logic*
- 11 **Insert invoice id to DB** Data Table *Service*
- 12 **Get Invoices** Data Table *Service*
- 13 **Update the customer** Quickbooks *Service*
- 14 **Create the customer** Quickbooks *Service*
- 15 **Loop over invoices** Split In Batches *Logic*
- 16 **Add customer id** Code *Logic*
- 17 **Get today's sent reminders** Data Table *Service*
- 18 **Get the invoice** Quickbooks *Service*
- 19 **Get the product** Quickbooks *Service*
- 20 **Switch** Switch *Logic*
- 21 **Add item id** Code *Logic*
- 22 **Send reminder email** Microsoft Outlook *Service*
- 23 **Delete invoice** Data Table *Service*
- 24 **Create the invoice** Quickbooks *Service*
- 25 **Increase sent reminders** Data Table *Service*
- 26 **Send the invoice** Quickbooks *Service*
- 27 **If3** If *Logic*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 27, with 4 branches, 1 loop or waits
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Outlook, n8n data table
- **Model:** OpenAI

## Questions

What does it need to run?

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

What starts it?

It starts on another system calling it.

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?

Take your time. At 27 steps it is large: read it before trusting it with anything live.

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 27 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-invoice-creation-and-smart-reminders-with-jotform)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Outlook](https://millionrounds.com/workflows?service=Outlook#library)[n8n data table](https://millionrounds.com/workflows?service=n8n+data+table#library)

## Workflows like it

Also money admin, with the same services where possible, closest in size first.

- [**Convert legal timesheets to LEDES and PDF invoices with OpenAI** 27 steps · calls a model · Email, Excel](https://millionrounds.com/workflow/convert-legal-timesheets-to-ledes-and-pdf-invoices-with-open)
- [**Generate invoices and send AI-summarized reminders** 27 steps · calls a model · Email, n8n data table](https://millionrounds.com/workflow/generate-invoices-and-send-ai-summarized-reminders)
- [**Sync and validate invoices with KSeF 2.0** 27 steps · n8n data table](https://millionrounds.com/workflow/sync-and-validate-invoices-with-ksef-2-0)
- [**Create work4all incoming invoices** 26 steps · Outlook](https://millionrounds.com/workflow/create-work4all-incoming-invoices)
- [**Run bounded dunning for Lago payment failures** 25 steps · Email, n8n data table](https://millionrounds.com/workflow/run-bounded-dunning-for-lago-payment-failures)
- [**Extract and log Outlook invoices to OneDrive Excel with OpenAI** 24 steps · calls a model · Excel, Outlook](https://millionrounds.com/workflow/extract-and-log-outlook-invoices-to-onedrive-excel-with-open)