Automation library · Money admin

Automate invoice processing with OpenAI and XML

Started by another system calling it, and works across Gmail, Google Drive, Google Sheets and Slack. It hands the judgement calls to OpenAI. 18 steps, 1 branch: a working afternoon to understand properly.

MediumCalls a model: OpenAI

Download free
18 stepsMedium: a working afternoon
1Branch: places the flow splits
0Loops or waits
4Services it connects to

The flow

Starts it 3Model 2Logic 8Service 5

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

  1. 1New Invoice TriggerGoogle Drive triggerStarts it
  2. 2Manual Upload TriggerWebhookStarts it
  3. 3OpenAI Chat ModelLm Chat Open AiModel
  4. 4Merge TriggersMergeLogic
  5. 5AI Invoice ClassifierAgentModel
  6. 6Filter PDF FilesFilterLogic
  7. 7Parse AI ClassificationCodeLogic
  8. 8Download Invoice PDFGoogle DriveService
  9. 9Convert to XMLXmlLogic
  10. 10Extract PDF TextExtract From FileService
  11. 11Format XML OutputSetLogic
  12. 12Parse Invoice DataCodeLogic
  13. 13Needs Approval?IfLogic
  14. 14Request Approval EmailGmailService
  15. 15Slack NotificationSlackService
  16. 16Merge Processing PathsMergeLogic
  17. 17Archive to Google SheetsGoogle SheetsService
  18. 18Respond to WebhookRespond To WebhookStarts it

How it's built

Starts on
Another system calling it
Steps
18, with 1 branch
Size
Medium: a working afternoon
Connects to
Gmail, Google Drive, Google Sheets, Slack
Model
OpenAI

Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Drive, 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 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. 18 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 18 steps before you point it at anything that matters.