# Categorize Airtable invoices with OpenAI and TOON: n8n workflow

> Started by an event in a connected app, and works across Airtable. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/categorize-airtable-invoices-with-openai-and-toon (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)

# Categorize Airtable invoices with OpenAI and TOON

Started by an event in a connected app, and works across Airtable. It hands the judgement calls to OpenAI. 12 steps, 1 loop or waits: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fcategorize-airtable-invoices-with-openai-and-toon)

**12 steps** Medium: a working afternoon

**0** Branches: places the flow splits

**1** Loop or waits

**1** Service it connects to

## The flow

Starts it 1 Model 1 Logic 4 Service 6

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

- 1 **When clicking ‘Execute workflow’** Manual trigger *Starts it*
- 2 **Get Ready Invoices** Airtable *Service*
- 3 **Loop Over Items** Split In Batches *Logic*
- 4 **Get Clients** Airtable *Service*
- 5 **Get Invoice Items** Airtable *Service*
- 6 **GroupClientAndInvoice** Set *Logic*
- 7 **Map Fields** Set *Logic*
- 8 **JSON to TOON** Json To Toon *Service*
- 9 **Aggregate** Aggregate *Logic*
- 10 **OpenAI Enhancement** Open Ai *Model*
- 11 **TOON to JSON** Toon To Json *Service*
- 12 **Update record** Airtable *Service*

## How it's built

- **Starts on:** An event in a connected app
- **Steps:** 12, 1 loop or waits
- **Size:** Medium: a working afternoon
- **Connects to:** Airtable
- **Model:** OpenAI

## Questions

What does it need to run?

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

What starts it?

It starts on an event in a connected app.

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. 12 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 12 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%2Fcategorize-airtable-invoices-with-openai-and-toon)
- **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.

[Airtable](https://millionrounds.com/workflows?service=Airtable#library)

## Workflows like it

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

- [**Automate invoice processing & weekly spending reports** 12 steps · calls a model · Airtable, Email](https://millionrounds.com/workflow/automate-invoice-processing-and-weekly-spending-reports)
- [**Generate Upwork proposals with OpenAI and Airtable** 12 steps · calls a model · Airtable, RSS](https://millionrounds.com/workflow/generate-upwork-proposals-with-openai-and-airtable)
- [**Qualify insurance leads with Vapi and OpenAI** 12 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/qualify-insurance-leads-with-vapi-and-openai)
- [**AI-powered invoice analysis & anomaly detection with OpenAI** 11 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/ai-powered-invoice-analysis-and-anomaly-detection-with-opena)
- [**AI-powered invoice extractor with Telegram** 11 steps · calls a model · Airtable, Telegram](https://millionrounds.com/workflow/ai-powered-invoice-extractor-with-telegram)
- [**Automate invoice data extraction from Google Drive to Airtable** 11 steps · calls a model · Airtable, Google Drive](https://millionrounds.com/workflow/automate-invoice-data-extraction-from-google-drive-to-airtab)