Automation library · Money admin

Extract invoice data from Gmail to Airtable with Mistral

Started by an arriving email, and works across Airtable and Gmail. It hands the judgement calls to OpenAI. 16 steps, 3 branches: a working afternoon to understand properly.

MediumCalls a model: OpenAI

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

The flow

Starts it 1Model 4Logic 6Service 5

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

  1. 1OpenAI Chat ModelLm Chat Open AiModel
  2. 2Structured Output ParserOutput Parser StructuredModel
  3. 3Gmail TriggerGmail triggerStarts it
  4. 4Analyze InvoicesAgentModel
  5. 5IfIfLogic
  6. 6Validate DataIfLogic
  7. 7host imageHttp RequestService
  8. 8No Operation, do nothingNo OpLogic
  9. 9upload invoice & detailsAirtableService
  10. 10Invalid Data HandlerSetLogic
  11. 11Search Existing InvoicesAirtableService
  12. 12Send Error EmailGmailService
  13. 13Check for DuplicatesSwitchLogic
  14. 14Download InvoiceHttp RequestService
  15. 15No Operation, do nothing1No OpLogic
  16. 16Extract textMistral AiModel

How it's built

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

Questions

What does it need to run?

An n8n account, plus your own Airtable and Gmail 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.