# Automate invoice processing with Gmail and OCR.space: n8n workflow

> Started by an arriving email, and works across Gmail, Google Sheets and Slack. 20 steps, 3 branches: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/automate-invoice-processing-with-gmail-and-ocr-space (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 with Gmail and OCR.space

Started by an arriving email, and works across Gmail, Google Sheets and Slack. 20 steps, 3 branches: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-invoice-processing-with-gmail-and-ocr-space)

**20 steps** Medium: a working afternoon

**3** Branches: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 1 Logic 7 Service 12

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

- 1 **Gmail Trigger** Gmail trigger *Starts it*
- 2 **Code in JavaScript** Code *Logic*
- 3 **Has Valid Attachment?** If *Logic*
- 4 **Extract Text** Http Request *Service*
- 5 **Parse Invoice Data** Code *Logic*
- 6 **Check Qualification** If *Logic*
- 7 **Append or update row in sheet** Google Sheets *Service*
- 8 **Slack Rejection message** Slack *Service*
- 9 **Format for Slack** Code *Logic*
- 10 **Clean Invoice Payload** Code *Logic*
- 11 **Slack Approval Request** Slack *Service*
- 12 **Was Approved?** If *Logic*
- 13 **Get many contacts** Xero *Service*
- 14 **Add Rejected label** Gmail *Service*
- 15 **Create invoice** Http Request *Service*
- 16 **Update Rejected Status** Google Sheets *Service*
- 17 **Add Processed label** Gmail *Service*
- 18 **Rejection message** Slack *Service*
- 19 **Update Approved Status** Google Sheets *Service*
- 20 **Success message** Slack *Service*

## How it's built

- **Starts on:** An arriving email
- **Steps:** 20, with 3 branches
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Sheets, Slack
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

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

What starts it?

It starts on an arriving email.

Does it use AI?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Plan an afternoon. 20 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 20 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-with-gmail-and-ocr-space)
- **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.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#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.

- [**Block duplicate vendor invoice payments with Google Sheets** 20 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/block-duplicate-vendor-invoice-payments-with-google-sheets-2)
- [**Create and upload YouTube videos with FFmpeg** 20 steps · Google Drive, Google Sheets](https://millionrounds.com/workflow/create-and-upload-youtube-videos-with-ffmpeg)
- [**Deliver photography galleries after payment with Razorpay** 20 steps · Airtable, Gmail](https://millionrounds.com/workflow/deliver-photography-galleries-after-payment-with-razorpay)
- [**Reconcile bank payments with ERP and Google Sheets** 20 steps · Google Sheets, Slack](https://millionrounds.com/workflow/reconcile-bank-payments-with-erp-and-google-sheets)
- [**Collect invoices from Gmail and save them** 20 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/collect-invoices-from-gmail-and-save-them)
- [**Extract and log invoice data to Google Sheets with Ainoflow** 20 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/extract-and-log-invoice-data-to-google-sheets-with-ainoflow)