Automation library · Money admin

Create invoices from Gmail labels with OpenAI and QuickBooks

Started by a clock, and works across Gmail. It hands the judgement calls to OpenAI. 12 steps: a working afternoon to understand properly.

MediumCalls a model: OpenAI

Download free
12 stepsMedium: a working afternoon
0Branches: places the flow splits
0Loops or waits
1Service it connects to

The flow

Starts it 1Model 3Logic 1Service 7

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

  1. 1OpenAI Chat ModelLm Chat Open AiModel
  2. 2Structured Output ParserOutput Parser StructuredModel
  3. 3Schedule TriggerSchedule triggerStarts it
  4. 4AI Agent: Extract Customer & Invoice DetailsAgentModel
  5. 5Get Messages w/ Invoice Needed LabelGmailService
  6. 6Add Client to QBOQuickbooksService
  7. 7Combine all Messages in a ThreadCodeLogic
  8. 8Find Existing CustomerQuickbooksService
  9. 9Create A New InvoiceQuickbooksService
  10. 10Download InvoiceQuickbooksService
  11. 11Write Draft Reply to ClientGmailService
  12. 12Remove Invoice Needed LabelGmailService

How it's built

Starts on
A clock
Steps
12
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. 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.