# Extract invoice data from PDFs with OpenAI and a local model: n8n workflow

> Started by an event in a connected app, and works across Gmail, Google Drive and Google Sheets.

Source: https://millionrounds.com/workflow/extract-invoice-data-from-pdfs-with-openai-and-a-local-model (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 PDFs with OpenAI and a local model

Started by an event in a connected app, and works across Gmail, Google Drive and Google Sheets. It puts OpenAI and a local model behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 10 steps: a working afternoon to understand properly.

Medium Calls a model: OpenAI, a local model Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fextract-invoice-data-from-pdfs-with-openai-and-a-local-model)

**10 steps** Medium: a working afternoon

**0** Branches: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 1 Model 4 Logic 1 Service 4

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

- 1 **Ollama Model** Lm Ollama *Model*
- 2 **Postgres PGVector Store** Vector Store PGVector *Model*
- 3 **Google Drive Trigger - file creation** Google Drive trigger *Starts it*
- 4 **Information Extractor** Information Extractor *Model*
- 5 **Create Email Agent** Open Ai *Model*
- 6 **Download Binary - file** Google Drive *Service*
- 7 **Update DB - spreadsheet** Google Sheets *Service*
- 8 **Send Email** Gmail *Service*
- 9 **Extract from PDF** Extract From File *Service*
- 10 **No Operation, do nothing** No Op *Logic*

## How it's built

- **Starts on:** An event in a connected app
- **Steps:** 10
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Drive, Google Sheets
- **Model:** OpenAI, a local model
- **Retrieval:** Answers are drawn from documents you supply, not from the model alone

## 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 and a local model. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an event in a connected app.

Does it use AI?

Yes. It calls OpenAI and a local model. Its answers draw on documents you give it, not on the model alone. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 10 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 10 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-pdfs-with-openai-and-a-local-model)
- **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.

- [**AI-Powered Invoice Processing Automation with Mistral** 10 steps · calls a model · Google Drive](https://millionrounds.com/workflow/ai-powered-invoice-processing-automation-with-mistral)
- [**Automate invoice data extraction with OCR.Space and OpenAI** 10 steps · calls a model · Google Drive, Google Sheets](https://millionrounds.com/workflow/automate-invoice-data-extraction-with-ocr-space-and-openai)
- [**Automatic expense tracking with Telegram and Google Sheets** 10 steps · calls a model · Google Sheets, Telegram](https://millionrounds.com/workflow/automatic-expense-tracking-with-telegram-and-google-sheets)
- [**Automatic invoice detection & reminder creation with Gmail** 10 steps · calls a model · Gmail](https://millionrounds.com/workflow/automatic-invoice-detection-and-reminder-creation-with-gmail)
- [**Extract invoice data from Google Drive images with OpenAI** 10 steps · calls a model · Google Drive, Postgres](https://millionrounds.com/workflow/extract-invoice-data-from-google-drive-images-with-openai)
- [**Generate AI-powered sales quotes from HubSpot with PDFMonkey** 10 steps · calls a model · Gmail, HubSpot](https://millionrounds.com/workflow/generate-ai-powered-sales-quotes-from-hubspot-with-pdfmonkey)