Automation library · Money admin

Extract and log invoice data from Gmail with OpenAI

Started by an arriving email, and works across Gmail, Google Sheets and Slack. It hands the judgement calls to OpenAI. 7 steps: small enough to read in one sitting and change without fear.

SmallCalls a model: OpenAI

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7 stepsSmall: readable in one sitting
0Branches: places the flow splits
0Loops or waits
3Services it connects to

The flow

Starts it 1Model 2Logic 1Service 3

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

  1. 1When New Invoice Email ArrivesGmail triggerStarts it
  2. 2OpenAI GPT-5 Invoice AnalysisLm Chat Open AiModel
  3. 3Extract Text from PDF InvoiceExtract From FileService
  4. 4AI Extract Invoice DetailsInformation ExtractorModel
  5. 5Set Invoice Data FieldsSetLogic
  6. 6Append Invoice to Google SheetsGoogle SheetsService
  7. 7Post Invoice Alert on SlackSlackService

How it's built

Starts on
An arriving email
Steps
7
Size
Small: readable in one sitting
Connects to
Gmail, Google Sheets, Slack
Model
OpenAI

Questions

What does it need to run?

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

What starts it?

It starts on an arriving email.

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?

Not long. At 7 steps it can be read in one sitting and changed without fear.

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 7 steps before you point it at anything that matters.