Automation library · Documents and files

Automate purchase bill processing with QuickBooks

Started by someone submitting a form. It calls services over plain HTTP rather than through connectors. It hands the judgement calls to OpenRouter. 20 steps, 2 branches, 1 loop or waits: a working afternoon to understand properly.

MediumCalls a model: OpenRouter

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20 stepsMedium: a working afternoon
2Branches: places the flow splits
1Loop or waits
0Services by connector: it calls them over plain HTTP

The flow

Starts it 1Model 2Logic 11Service 6

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

  1. 1OpenRouter Chat ModelLm Chat Open RouterModel
  2. 2On bill submissionForm triggerStarts it
  3. 3Extract Invoice DataInformation ExtractorModel
  4. 4Convert to Separate ItemsCodeLogic
  5. 5Prepare Items to CheckCodeLogic
  6. 6Loop Over InvoicesSplit In BatchesLogic
  7. 7Get All QB ItemsQuickbooksService
  8. 8Extract from PDFExtract From FileService
  9. 9Check Which Items to CreateCodeLogic
  10. 10Clean TextCodeLogic
  11. 11Need to Create Items?IfLogic
  12. 12Split Items to CreateSplit OutLogic
  13. 13Merge Item Creation PathsMergeLogic
  14. 14Create ItemsHttp RequestService
  15. 15Collect All Item MappingsCodeLogic
  16. 16Find VendorQuickbooksService
  17. 17Vendor Exists?IfLogic
  18. 18Create VendorQuickbooksService
  19. 19Build Bill PayloadCodeLogic
  20. 20Create Bill Http RequestService

How it's built

Starts on
Someone submitting a form
Steps
20, with 2 branches, 1 loop or waits
Size
Medium: a working afternoon
Connects to
Nothing by connector; it calls services over plain HTTP
Model
OpenRouter

Questions

What does it need to run?

An n8n account, and a key for OpenRouter. 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 OpenRouter. Model calls are billed by the provider, not by n8n.

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.