Automation library · Money admin

Extract invoice and receipt data from Gmail PDFs to Google Sheets

Started by an arriving email, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI. 14 steps, 3 branches: a working afternoon to understand properly.

MediumCalls a model: OpenAI

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

The flow

Starts it 1Model 2Logic 7Service 4

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

  1. 1When Invoice Email ReceivedGmail triggerStarts it
  2. 2AI Invoice AnalyzerLm Chat Open AiModel
  3. 3Check for PDF AttachmentIfLogic
  4. 4Extract Invoice Fields with AIChain LlmModel
  5. 5Extract PDF TextExtract From FileService
  6. 6Skip Non-PDF EmailsNo OpLogic
  7. 7Validate AI Invoice DataCodeLogic
  8. 8Read Invoice Number from SheetsGoogle SheetsService
  9. 9Determine Duplicate StatusCodeLogic
  10. 10Check Invoice Logged StatusIfLogic
  11. 11Bypass Logged InvoiceNo OpLogic
  12. 12Assess Need for Manual ReviewIfLogic
  13. 13Send Manual Review AlertGmailService
  14. 14Append Invoice to Sheets LogGoogle SheetsService

How it's built

Starts on
An arriving email
Steps
14, with 3 branches
Size
Medium: a working afternoon
Connects to
Gmail, Google Sheets
Model
OpenAI

Questions

What does it need to run?

An n8n account, plus your own Gmail and Google Sheets 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. 14 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 14 steps before you point it at anything that matters.