Automation library · Money admin

Extract and process invoice data from Gmail with PDF Vector

Started by an arriving email, and works across Gmail and Google Sheets. 12 steps, 1 branch: a working afternoon to understand properly.

Medium

12 stepsMedium: a working afternoon
1Branch: places the flow splits
0Loops or waits
2Services it connects to

The flow

Starts it 1Logic 4Service 7

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

  1. 1Gmail TriggerGmail triggerStarts it
  2. 2Get messageGmailService
  3. 3Rename binaryCodeLogic
  4. 4PDF Vector - Extract InvoicePdf VectorService
  5. 5Validate invoiceCodeLogic
  6. 6PO lookupGoogle SheetsService
  7. 7Check PO matchCodeLogic
  8. 8PO match?IfLogic
  9. 9Log approvedGoogle SheetsService
  10. 10Log flaggedGoogle SheetsService
  11. 11Confirm approvedGmailService
  12. 12Alert flaggedGmailService

How it's built

Starts on
An arriving email
Steps
12, with 1 branch
Size
Medium: a working afternoon
Connects to
Gmail, Google Sheets
Model
None. This is plumbing, not judgement

Questions

What does it need to run?

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

What starts it?

It starts on an arriving email.

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?

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.