# Create work4all incoming invoices: n8n workflow template

> Started by a clock, and works across Outlook. 26 steps, 6 branches: large, and worth reading before you trust it with anything live.

Source: https://millionrounds.com/workflow/create-work4all-incoming-invoices (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)

# Create work4all incoming invoices

Started by a clock, and works across Outlook. 26 steps, 6 branches: large, and worth reading before you trust it with anything live.

Large

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fcreate-work4all-incoming-invoices)

**26 steps** Large: read it before trusting it with anything live

**6** Branches: places the flow splits

**0** Loops or waits

**1** Service it connects to

## The flow

Starts it 2 Logic 16 Service 8

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

- 1 **Poll inbox every minute** Schedule trigger *Starts it*
- 2 **When called by parent workflow** Execute Workflow trigger *Starts it*
- 3 **Set error recipients** Set *Logic*
- 4 **Has attachments?** If *Logic*
- 5 **Get inbox messages** Microsoft Outlook *Service*
- 6 **Has readable attachment?** If *Logic*
- 7 **No invoice - skip** No Op *Logic*
- 8 **Run invoice extraction sub-workflow** Execute Workflow *Logic*
- 9 **Extraction config** Set *Logic*
- 10 **Build result (no invoice)** Code *Logic*
- 11 **Has errors?** If *Logic*
- 12 **Extract error** Code *Logic*
- 13 **Use work4all AI backend?** If *Logic*
- 14 **Send error email** Microsoft Outlook *Service*
- 15 **Supplier/account/tax key set?** If *Logic*
- 16 **Extract invoice data** Work4all *Service*
- 17 **Build LLM messages** Code *Logic*
- 18 **Mark message red** Microsoft Outlook *Service*
- 19 **Mark message yellow + green** Microsoft Outlook *Service*
- 20 **Mark message green** Microsoft Outlook *Service*
- 21 **Parse extraction result** Code *Logic*
- 22 **Call LLM** Http Request *Service*
- 23 **Has invoice?** If *Logic*
- 24 **Filter attachments & normalize** Code *Logic*
- 25 **Create incoming invoice** Work4all *Service*
- 26 **Format work4all result** Code *Logic*

## How it's built

- **Starts on:** A clock
- **Steps:** 26, with 6 branches
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Outlook
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Outlook account. You connect your own accounts after importing it; none are included.

What starts it?

It starts on a clock.

Does it use AI?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Take your time. At 26 steps it is large: read it before trusting it with anything live.

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 26 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%2Fcreate-work4all-incoming-invoices)
- **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.

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

## Workflows like it

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

- [**Automate invoice creation & smart reminders with Jotform** 27 steps · calls a model · Outlook, n8n data table](https://millionrounds.com/workflow/automate-invoice-creation-and-smart-reminders-with-jotform)
- [**Convert legal timesheets to LEDES and PDF invoices with OpenAI** 27 steps · calls a model · Email, Excel](https://millionrounds.com/workflow/convert-legal-timesheets-to-ledes-and-pdf-invoices-with-open)
- [**Extract and log Outlook invoices to OneDrive Excel with OpenAI** 24 steps · calls a model · Excel, Outlook](https://millionrounds.com/workflow/extract-and-log-outlook-invoices-to-onedrive-excel-with-open)
- [**Automate digital product sales & delivery with Stripe** 18 steps · Google Drive, Google Sheets](https://millionrounds.com/workflow/automate-digital-product-sales-and-delivery-with-stripe)
- [**Parse incoming invoices from Outlook with Gemini and Excel** 18 steps · calls a model · Excel, Outlook](https://millionrounds.com/workflow/parse-incoming-invoices-from-outlook-with-gemini-and-excel)
- [**Automated invoice creation & customer communication** 16 steps · calls a model · Outlook, Telegram](https://millionrounds.com/workflow/automated-invoice-creation-and-customer-communication)