# Extract invoice data from Gmail PDFs: n8n workflow template

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

Source: https://millionrounds.com/workflow/extract-invoice-data-from-gmail-pdfs (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Money admin](https://millionrounds.com/workflows?category=Money+admin#library)

# Extract invoice data from Gmail PDFs

Started by an arriving email, and works across Gmail, Google Drive and Google Sheets. It hands the judgement calls to OpenAI. 22 steps, 1 branch, 3 loops or waits: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fextract-invoice-data-from-gmail-pdfs)

**22 steps** Large: read it before trusting it with anything live

**1** Branch: places the flow splits

**3** Loops or waits

**3** Services it connects to

## The flow

Starts it 2 Model 5 Logic 9 Service 6

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

- 1 **Chat model - Extraction** Lm Chat Open Ai *Model*
- 2 **Output Parser - Invoice fields** Output Parser Structured *Model*
- 3 **Chat model - Parser auto-fix** Lm Chat Open Ai *Model*
- 4 **Check inbox hourly** Gmail trigger *Starts it*
- 5 **Run manually for a date range** Manual trigger *Starts it*
- 6 **Extract invoice fields with AI** Agent *Model*
- 7 **Auto-fixing Output Parser** Output Parser Autofixing *Model*
- 8 **Skip unwanted senders** Filter *Logic*
- 9 **Get emails in a date range** Gmail *Service*
- 10 **Any tax found?** If *Logic*
- 11 **Pull PDF attachments out** Code *Logic*
- 12 **Add invoice data to sheet** Google Sheets *Service*
- 13 **Skip and continue** Wait *Logic*
- 14 **Combine PDFs and folder** Merge *Logic*
- 15 **Find this month folder in Drive** Google Drive *Service*
- 16 **Pause before next PDF** Wait *Logic*
- 17 **Loop over PDFs** Split In Batches *Logic*
- 18 **Upload PDF to Drive** Google Drive *Service*
- 19 **Download PDF back** Google Drive *Service*
- 20 **Build Drive links** Code *Logic*
- 21 **Combine file and links** Merge *Logic*
- 22 **Read text from the PDF** Extract From File *Service*

## How it's built

- **Starts on:** An arriving email
- **Steps:** 22, with 1 branch, 3 loops or waits
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Google Drive, Google Sheets
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Drive 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?

Take your time. At 22 steps it is large: read it before trusting it with anything live.

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 22 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-invoice-data-from-gmail-pdfs)
- **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 Drive](https://millionrounds.com/workflows?service=Google+Drive#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)

## Workflows like it

Also money admin, with the same services where possible, closest in size first.

- [**Extract and organize Colombian invoices with Gmail and OpenAI** 22 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/extract-and-organize-colombian-invoices-with-gmail-and-opena)
- [**Follow up on overdue invoices with OpenAI and Gmail** 22 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/follow-up-on-overdue-invoices-with-openai-and-gmail)
- [**Log email receipt data to Google Sheets with Gmail and OpenAI** 22 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/log-email-receipt-data-to-google-sheets-with-gmail-and-opena)
- [**Process and validate invoices from Gmail and forms with OpenAI** 22 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/process-and-validate-invoices-from-gmail-and-forms-with-open)
- [**Process emailed PDF invoices into QuickBooks bills with OpenAI** 22 steps · calls a model · Gmail](https://millionrounds.com/workflow/process-emailed-pdf-invoices-into-quickbooks-bills-with-open)
- [**WhatsApp AI Agent with Payments and CRM** 22 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/whatsapp-ai-agent-with-payments-and-crm)