# Automate purchase bill processing with QuickBooks: n8n workflow

> Started by someone submitting a form. It calls services over plain HTTP rather than through connectors. It hands the judgement calls to OpenRouter.

Source: https://millionrounds.com/workflow/automate-purchase-bill-processing-with-quickbooks (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Documents and files](https://millionrounds.com/workflows?category=Documents+and+files#library)

# 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.

Medium Calls a model: OpenRouter

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-purchase-bill-processing-with-quickbooks)

**20 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**1** Loop or waits

**0** Services by connector: it calls them over plain HTTP

## The flow

Starts it 1 Model 2 Logic 11 Service 6

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

- 1 **OpenRouter Chat Model** Lm Chat Open Router *Model*
- 2 **On bill submission** Form trigger *Starts it*
- 3 **Extract Invoice Data** Information Extractor *Model*
- 4 **Convert to Separate Items** Code *Logic*
- 5 **Prepare Items to Check** Code *Logic*
- 6 **Loop Over Invoices** Split In Batches *Logic*
- 7 **Get All QB Items** Quickbooks *Service*
- 8 **Extract from PDF** Extract From File *Service*
- 9 **Check Which Items to Create** Code *Logic*
- 10 **Clean Text** Code *Logic*
- 11 **Need to Create Items?** If *Logic*
- 12 **Split Items to Create** Split Out *Logic*
- 13 **Merge Item Creation Paths** Merge *Logic*
- 14 **Create Items** Http Request *Service*
- 15 **Collect All Item Mappings** Code *Logic*
- 16 **Find Vendor** Quickbooks *Service*
- 17 **Vendor Exists?** If *Logic*
- 18 **Create Vendor** Quickbooks *Service*
- 19 **Build Bill Payload** Code *Logic*
- 20 **Create Bill** Http Request *Service*

## 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.

## 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-purchase-bill-processing-with-quickbooks)
- **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.

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