Automation library · Money admin

Extract & classify invoices & receipts with Gmail and OpenAI

Started by another system calling it, and works across Gmail and Google Drive. It hands the judgement calls to OpenAI. 18 steps, 4 branches: a working afternoon to understand properly.

MediumCalls a model: OpenAI

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18 stepsMedium: a working afternoon
4Branches: places the flow splits
0Loops or waits
2Services it connects to

The flow

Starts it 2Model 1Logic 10Service 5

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

  1. 1WebhookWebhookStarts it
  2. 2Create folderGoogle DriveService
  3. 3ConfigureSetLogic
  4. 4Respond to WebhookRespond To WebhookStarts it
  5. 5Get emails with attachmentsGmailService
  6. 6Optional filter for emailsFilterLogic
  7. 7Iterate over email attachmentsCodeLogic
  8. 8Is attachment a PDF?IfLogic
  9. 9Read PDF email attachmentsRead PDFService
  10. 10Not a PDFNo OpLogic
  11. 11Is text within token limit?IfLogic
  12. 12OpenAIOpen AiModel
  13. 13MergeMergeLogic
  14. 14Is matchedIfLogic
  15. 15Upload file to folderGoogle DriveService
  16. 16Send email with invoices?IfLogic
  17. 17Aggregate attachmentsCodeLogic
  18. 18Send to my accountantGmailService

How it's built

Starts on
Another system calling it
Steps
18, with 4 branches
Size
Medium: a working afternoon
Connects to
Gmail, Google Drive
Model
OpenAI

Questions

What does it need to run?

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

What starts it?

It starts on another system calling it.

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. 18 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 18 steps before you point it at anything that matters.