# Match vendor invoices with POs and Gmail: n8n workflow template

> Started by someone submitting a form, and works across Gmail and Google Sheets. 15 steps, 2 branches: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/match-vendor-invoices-with-pos-and-gmail (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)

# Match vendor invoices with POs and Gmail

Started by someone submitting a form, and works across Gmail and Google Sheets. 15 steps, 2 branches: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fmatch-vendor-invoices-with-pos-and-gmail)

**15 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 1 Logic 5 Service 9

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

- 1 **When Invoice Submitted** Form trigger *Starts it*
- 2 **Set Invoice Fields** Set *Logic*
- 3 **Set Workflow Configurations** Set *Logic*
- 4 **Read Invoice Register** Google Sheets *Service*
- 5 **If Duplicate Invoice** If *Logic*
- 6 **Email Duplicate Invoice Warning** Gmail *Service*
- 7 **Append Invoice to Register** Google Sheets *Service*
- 8 **Read Purchase Orders** Google Sheets *Service*
- 9 **Read Goods Receipts** Google Sheets *Service*
- 10 **Execute 3-Way Match Logic** Code *Logic*
- 11 **Check 3-Way Match Outcome** If *Logic*
- 12 **Update Payment Ready Status** Google Sheets *Service*
- 13 **Update Payment Hold Status** Google Sheets *Service*
- 14 **Email Finance: Payment Ready** Gmail *Service*
- 15 **Email Finance: On Hold** Gmail *Service*

## How it's built

- **Starts on:** Someone submitting a form
- **Steps:** 15, with 2 branches
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Sheets
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Gmail and Google Sheets accounts. You connect your own accounts after importing it; none are included.

What starts it?

It starts on someone submitting a form.

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. 15 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 15 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%2Fmatch-vendor-invoices-with-pos-and-gmail)
- **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 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.

- [**Chase unanswered sales quotes with Google Sheets and Gmail** 15 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/chase-unanswered-sales-quotes-with-google-sheets-and-gmail)
- [**Google Sheets and QuickBooks expenses automation template** 15 steps · Google Sheets](https://millionrounds.com/workflow/google-sheets-and-quickbooks-expenses-automation-template)
- [**Process invoice emails to Zoho Books with Gmail and Parseur** 15 steps · Gmail, Google Drive](https://millionrounds.com/workflow/process-invoice-emails-to-zoho-books-with-gmail-and-parseur)
- [**Track Stripe cancellations and classify churn reasons** 15 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/track-stripe-cancellations-and-classify-churn-reasons)
- [**Automate AI Upwork proposal generation with Apify and Gemini** 15 steps · calls a model · Apify, Gmail](https://millionrounds.com/workflow/automate-ai-upwork-proposal-generation-with-apify-and-gemini)
- [**Automate corporate tax filing for SMEs with OpenAI and Gmail** 15 steps · calls a model · Gmail](https://millionrounds.com/workflow/automate-corporate-tax-filing-for-smes-with-openai-and-gmail)