# Automate invoice generation & email delivery with Jotform: n8n workflow

> Started by another system calling it, and works across Email and Slack. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/automate-invoice-generation-and-email-delivery-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 generation & email delivery with Jotform

Started by another system calling it, and works across Email and Slack. It hands the judgement calls to OpenAI. 11 steps, 1 branch: a working afternoon to understand properly.

Medium Calls a model: OpenAI

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

**11 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 1 Model 2 Logic 2 Service 6

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 **Format data** Code *Logic*
- 4 **AI Agent** Agent *Model*
- 5 **Check if the customer exists** Xero *Service*
- 6 **Send email** Email Send *Service*
- 7 **If** If *Logic*
- 8 **Update contact** Xero *Service*
- 9 **Create new contact** Xero *Service*
- 10 **Create the invoice** Xero *Service*
- 11 **Notify the team** Slack *Service*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 11, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Email, Slack
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Email 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 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?

Plan an afternoon. 11 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 11 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-generation-and-email-delivery-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.

[Email](https://millionrounds.com/workflows?service=Email#library)[Slack](https://millionrounds.com/workflows?service=Slack#library)

## Workflows like it

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

- [**Analyze invoices and predict cash flow with Gemini** 11 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/analyze-invoices-and-predict-cash-flow-with-gemini)
- [**Automated invoice workflow with Google Workspace** 11 steps · calls a model · Gmail, Google Docs](https://millionrounds.com/workflow/automated-invoice-workflow-with-google-workspace)
- [**Chase overdue invoice payments with Google Sheets and Gemini** 11 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/chase-overdue-invoice-payments-with-google-sheets-and-gemini)
- [**Extract and log Gmail invoices with Claude and Google Sheets** 11 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/extract-and-log-gmail-invoices-with-claude-and-google-sheets)
- [**Generate AI proposals as PDFs with OpenAI and Gmail** 11 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/generate-ai-proposals-as-pdfs-with-openai-and-gmail)
- [**Invoice Reconciliation Automation with OpenAI and Gmail** 11 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/invoice-reconciliation-automation-with-openai-and-gmail)