# Extract data from PDF reports with Gmail and Google Sheets: n8n workflow

> Started by an arriving email, and works across Gmail, Google Sheets and Slack. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/extract-data-from-pdf-reports-with-gmail-and-google-sheets (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Research and reporting](https://millionrounds.com/workflows?category=Research+and+reporting#library)

# 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.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fextract-data-from-pdf-reports-with-gmail-and-google-sheets)

**16 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 1 Model 5 Logic 5 Service 5

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

- 1 **New PDF Email Trigger** Gmail trigger *Starts it*
- 2 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 3 **Structured Output Parser** Output Parser Structured *Model*
- 4 **OpenAI Chat Model for Summary** Lm Chat Open Ai *Model*
- 5 **Workflow Configuration** Set *Logic*
- 6 **Parse Key Fields with AI** Agent *Model*
- 7 **Summarize Report with AI** Agent *Model*
- 8 **Check PDF Attachment Exists** If *Logic*
- 9 **Normalize Extracted Data** Set *Logic*
- 10 **Store All Extracted Data** Google Sheets *Service*
- 11 **Extract Text from PDF** Extract From File *Service*
- 12 **Error Handler and Logger** Code *Logic*
- 13 **Classify Document Type** Switch *Logic*
- 14 **Send Summary Notification** Slack *Service*
- 15 **Store Invoice Data** Google Sheets *Service*
- 16 **Notify Contract Team** Slack *Service*

## 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.

## 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%2Fextract-data-from-pdf-reports-with-gmail-and-google-sheets)
- **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.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Slack](https://millionrounds.com/workflows?service=Slack#library)

## Workflows like it

Also research and reporting, with the same services where possible, closest in size first.

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- [**Audience problem keyword research workflow with OpenAI** 16 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/audience-problem-keyword-research-workflow-with-openai)
- [**Audit Website Security Headers with Google Sheets Reporting** 16 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/audit-website-security-headers-with-google-sheets-reporting)