# Automate invoice processing & weekly spending reports: n8n workflow

> Started by someone submitting a form, and works across Airtable and Email. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/automate-invoice-processing-and-weekly-spending-reports (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 processing & weekly spending reports

Started by someone submitting a form, and works across Airtable and Email. It hands the judgement calls to OpenAI. 12 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-processing-and-weekly-spending-reports)

**12 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 2 Model 5 Logic 2 Service 3

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

- 1 **Invoice Upload Form** Form trigger *Starts it*
- 2 **OpenAI Chat Model - Invoice Parser** Lm Chat Open Ai *Model*
- 3 **Invoice Data Parser** Output Parser Structured *Model*
- 4 **Weekly Report Schedule** Schedule trigger *Starts it*
- 5 **OpenAI Chat Model - Report Generator** Lm Chat Open Ai *Model*
- 6 **Workflow Configuration** Set *Logic*
- 7 **Extract Invoice Data** Agent *Model*
- 8 **Fetch Weekly Invoices** Airtable *Service*
- 9 **Generate Spending Report** Agent *Model*
- 10 **Validate Invoice Data** If *Logic*
- 11 **Send Weekly Report Email** Email Send *Service*
- 12 **Store Invoice in Airtable** Airtable *Service*

## How it's built

- **Starts on:** Someone submitting a form
- **Steps:** 12, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Airtable, Email
- **Model:** OpenAI

## Questions

What does it need to run?

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

What starts it?

It starts on someone submitting a form.

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. 12 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 12 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-processing-and-weekly-spending-reports)
- **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.

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

## Workflows like it

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

- [**Automated trip expense claim form with OpenAI and Google Drive** 12 steps · calls a model · Email, Google Drive](https://millionrounds.com/workflow/automated-trip-expense-claim-form-with-openai-and-google-dri)
- [**Categorize Airtable invoices with OpenAI and TOON** 12 steps · calls a model · Airtable](https://millionrounds.com/workflow/categorize-airtable-invoices-with-openai-and-toon)
- [**Generate AI-curated sales quotes with OpenAI and Qdrant** 12 steps · calls a model · Email, Qdrant](https://millionrounds.com/workflow/generate-ai-curated-sales-quotes-with-openai-and-qdrant)
- [**Generate Upwork proposals with OpenAI and Airtable** 12 steps · calls a model · Airtable, RSS](https://millionrounds.com/workflow/generate-upwork-proposals-with-openai-and-airtable)
- [**Qualify insurance leads with Vapi and OpenAI** 12 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/qualify-insurance-leads-with-vapi-and-openai)
- [**Smart invoice follow-up automation (n8n) with OpenAI** 12 steps · calls a model · Email, Google Sheets](https://millionrounds.com/workflow/smart-invoice-follow-up-automation-n8n-with-openai)