Automation library · Money admin

Extract invoice data from Gmail PDF attachments to Google Sheets

Started by an arriving email, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI. 17 steps, 4 branches: a working afternoon to understand properly.

MediumCalls a model: OpenAI

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17 stepsMedium: a working afternoon
4Branches: places the flow splits
0Loops or waits
2Services it connects to

The flow

Starts it 1Model 2Logic 9Service 5

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

  1. 1Gmail Trigger1Gmail triggerStarts it
  2. 2OpenAI Chat ModelLm Chat Open AiModel
  3. 3IfIfLogic
  4. 4AI AgentAgentModel
  5. 5Code in JavaScriptCodeLogic
  6. 6No Operation, do nothingNo OpLogic
  7. 7Parse JSON ResponseCodeLogic
  8. 8Check DuplicateCodeLogic
  9. 9Has Error?IfLogic
  10. 10Is PDF?IfLogic
  11. 11Log ErrorsGoogle SheetsService
  12. 12Needs Review?IfLogic
  13. 13Extract from FileExtract From FileService
  14. 14Flag Unsupported FormatSetLogic
  15. 15Send Approval AlertGmailService
  16. 16Append to Invoice TrackerGoogle SheetsService
  17. 17Log Manual ReviewGoogle SheetsService

How it's built

Starts on
An arriving email
Steps
17, with 4 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. 17 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 17 steps before you point it at anything that matters.