# Automatic invoice detection & reminder creation with Gmail: n8n workflow

> Started by a clock, and works across Gmail. It hands the judgement calls to OpenAI. 10 steps, 1 branch: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/automatic-invoice-detection-and-reminder-creation-with-gmail (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)

# Automatic invoice detection & reminder creation with Gmail

Started by a clock, and works across Gmail. It hands the judgement calls to OpenAI. 10 steps, 1 branch: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomatic-invoice-detection-and-reminder-creation-with-gmail)

**10 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**1** Service it connects to

## The flow

Starts it 1 Model 3 Logic 2 Service 4

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

- 1 **Schedule Trigger** Schedule trigger *Starts it*
- 2 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 3 **Structured Output Parser** Output Parser Structured *Model*
- 4 **Get Unread Emails** Gmail *Service*
- 5 **AI Agent** Agent *Model*
- 6 **Check If Email is Invoice** If *Logic*
- 7 **Add Label to Email** Gmail *Service*
- 8 **Create a task** Google Tasks *Service*
- 9 **No Operation, do nothing** No Op *Logic*
- 10 **Mark Email as read** Gmail *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 10, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail
- **Model:** OpenAI

## Questions

What does it need to run?

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

What starts it?

It starts on a clock.

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. 10 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 10 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%2Fautomatic-invoice-detection-and-reminder-creation-with-gmail)
- **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)

## Workflows like it

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

- [**Extract invoice data from PDFs with OpenAI and a local model** 10 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/extract-invoice-data-from-pdfs-with-openai-and-a-local-model)
- [**Generate AI-powered sales quotes from HubSpot with PDFMonkey** 10 steps · calls a model · Gmail, HubSpot](https://millionrounds.com/workflow/generate-ai-powered-sales-quotes-from-hubspot-with-pdfmonkey)
- [**Generate PDF business proposals with Gemini** 10 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/generate-pdf-business-proposals-with-gemini)
- [**Accounting Deadline Alerts Automations with Gmail** 10 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/accounting-deadline-alerts-automations-with-gmail)
- [**Automate 3-way invoice matching from Gmail to Xero with Slack** 10 steps · Gmail, Google Drive](https://millionrounds.com/workflow/automate-3-way-invoice-matching-from-gmail-to-xero-with-slac)
- [**Automated invoice generator - Shopify to PDF with Google Drive** 10 steps · Gmail, Google Drive](https://millionrounds.com/workflow/automated-invoice-generator-shopify-to-pdf-with-google-drive)