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Financial document extraction from Gmail to Google Sheets

Started by an arriving email, and works across Gmail and Google Sheets. It hands the judgement calls to Gemini and OpenAI. 20 steps, 3 branches: a working afternoon to understand properly.

MediumCalls a model: Gemini, OpenAI

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

The flow

Starts it 1Model 5Logic 7Service 7

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

  1. 1Look for InvoicesGmail triggerStarts it
  2. 2gpt 4o miniLm Chat Open AiModel
  3. 3Gemini 2.5 flashLm Chat Google GeminiModel
  4. 4Get Email ContentGmailService
  5. 5AI Agent (PDF OCR)AgentModel
  6. 6AI Agent (Email OCR)AgentModel
  7. 7Guardrail: Is Finance?GuardrailsModel
  8. 8Validate ExtractionCodeLogic
  9. 9Configuration: User SettingsSetLogic
  10. 10Check for ErrorsIfLogic
  11. 11IF (Guardrail Passed)IfLogic
  12. 12Apply Finance RulesCodeLogic
  13. 13Log Error to SheetGoogle SheetsService
  14. 14Filter Finance KeywordsFilterLogic
  15. 15Log to Invoices SheetGoogle SheetsService
  16. 16Send Error NotificationGmailService
  17. 17Check for AttachmentIfLogic
  18. 18Send Confirmation EmailGmailService
  19. 19Extract PDF DataExtract From FileService
  20. 20Log Success MetricsGoogle SheetsService

How it's built

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

Questions

What does it need to run?

An n8n account, plus your own Gmail and Google Sheets accounts, and a key for Gemini and 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 Gemini and OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 20 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 20 steps before you point it at anything that matters.