# Generate custom branded PDF invoices: n8n workflow template

> Started by another system calling it, and works across Email. 12 steps: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/generate-custom-branded-pdf-invoices (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)

# Generate custom branded PDF invoices

Started by another system calling it, and works across Email. 12 steps: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fgenerate-custom-branded-pdf-invoices)

**12 steps** Medium: a working afternoon

**0** Branches: places the flow splits

**0** Loops or waits

**1** Service it connects to

## The flow

Starts it 1 Logic 3 Service 8

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

- 1 **Listen for New QuickBooks Invoice** Webhook *Starts it*
- 2 **Get Invoice Data from QuickBooks** Quickbooks *Service*
- 3 **Fetch Company Logo Image** Http Request *Service*
- 4 **Fetch Company Signature Image** Http Request *Service*
- 5 **Combine Invoice, Logo & Signature** Merge *Logic*
- 6 **Convert Logo to Base64** Extract From File *Service*
- 7 **Convert Signature to Base64** Extract From File *Service*
- 8 **Prepare All Data for Template** Code *Logic*
- 9 **Build HTML Invoice from Data** Html *Logic*
- 10 **Convert HTML to Binary File** Convert To File *Service*
- 11 **Generate PDF via Gotenberg** Http Request *Service*
- 12 **Email PDF Invoice to Customer** Email Send *Service*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 12
- **Size:** Medium: a working afternoon
- **Connects to:** Email
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Email account. You connect your own accounts after importing it; none are included.

What starts it?

It starts on another system calling it.

Does it use AI?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Plan an afternoon. 12 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 12 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%2Fgenerate-custom-branded-pdf-invoices)
- **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.

[Email](https://millionrounds.com/workflows?service=Email#library)

## Workflows like it

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

- [**Automated tour payment reminders with WhatsApp** 12 steps · Email, Excel](https://millionrounds.com/workflow/automated-tour-payment-reminders-with-whatsapp)
- [**Custom branded QuickBooks invoices to PDF & email** 12 steps · Email](https://millionrounds.com/workflow/custom-branded-quickbooks-invoices-to-pdf-and-email)
- [**Automate invoice processing & weekly spending reports** 12 steps · calls a model · Airtable, Email](https://millionrounds.com/workflow/automate-invoice-processing-and-weekly-spending-reports)
- [**Automated trip expense claim form with OpenAI and Google Drive** 12 steps · calls a model · Email, Google Drive](https://millionrounds.com/workflow/automated-trip-expense-claim-form-with-openai-and-google-dri)
- [**Generate AI-curated sales quotes with OpenAI and Qdrant** 12 steps · calls a model · Email, Qdrant](https://millionrounds.com/workflow/generate-ai-curated-sales-quotes-with-openai-and-qdrant)
- [**Smart invoice follow-up automation (n8n) with OpenAI** 12 steps · calls a model · Email, Google Sheets](https://millionrounds.com/workflow/smart-invoice-follow-up-automation-n8n-with-openai)