Automation library · Research and reporting

Extract data from PDF reports with Gmail and Google Sheets

Started by an arriving email, and works across Gmail, Google Sheets and Slack. It hands the judgement calls to OpenAI. 16 steps, 2 branches: a working afternoon to understand properly.

MediumCalls a model: OpenAI

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16 stepsMedium: a working afternoon
2Branches: places the flow splits
0Loops or waits
3Services it connects to

The flow

Starts it 1Model 5Logic 5Service 5

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

  1. 1New PDF Email TriggerGmail triggerStarts it
  2. 2OpenAI Chat ModelLm Chat Open AiModel
  3. 3Structured Output ParserOutput Parser StructuredModel
  4. 4OpenAI Chat Model for SummaryLm Chat Open AiModel
  5. 5Workflow ConfigurationSetLogic
  6. 6Parse Key Fields with AIAgentModel
  7. 7Summarize Report with AIAgentModel
  8. 8Check PDF Attachment ExistsIfLogic
  9. 9Normalize Extracted DataSetLogic
  10. 10Store All Extracted DataGoogle SheetsService
  11. 11Extract Text from PDFExtract From FileService
  12. 12Error Handler and LoggerCodeLogic
  13. 13Classify Document TypeSwitchLogic
  14. 14Send Summary NotificationSlackService
  15. 15Store Invoice DataGoogle SheetsService
  16. 16Notify Contract TeamSlackService

How it's built

Starts on
An arriving email
Steps
16, with 2 branches
Size
Medium: a working afternoon
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?

Plan an afternoon. 16 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 16 steps before you point it at anything that matters.