# Parse incoming invoices from Outlook with Gemini and Excel: n8n workflow

> Started by a clock, and works across Excel and Outlook. It hands the judgement calls to Gemini.

Source: https://millionrounds.com/workflow/parse-incoming-invoices-from-outlook-with-gemini-and-excel (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)

# Parse incoming invoices from Outlook with Gemini and Excel

Started by a clock, and works across Excel and Outlook. It hands the judgement calls to Gemini. 18 steps, 1 branch, 2 loops or waits: a working afternoon to understand properly.

Medium Calls a model: Gemini

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fparse-incoming-invoices-from-outlook-with-gemini-and-excel)

**18 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**2** Loops or waits

**2** Services it connects to

## The flow

Starts it 1 Model 2 Logic 9 Service 6

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

- 1 **Schedule Trigger** Schedule trigger *Starts it*
- 2 **Model** Lm Chat Google Gemini *Model*
- 3 **Get Recent Messages** Microsoft Outlook *Service*
- 4 **Message Classifier** Text Classifier *Model*
- 5 **Markdown** Markdown *Logic*
- 6 **For Each Message** Split In Batches *Logic*
- 7 **Microsoft Excel 365** Microsoft Excel *Service*
- 8 **Message Ref** No Op *Logic*
- 9 **Download Attachments** Microsoft Outlook *Service*
- 10 **Split Attachments** Code *Logic*
- 11 **Extract from File** Extract From File *Service*
- 12 **Invoice Classifier With Gemini 2.0** Http Request *Service*
- 13 **Filter Invoices** Filter *Logic*
- 14 **Has Invoice?** If *Logic*
- 15 **File-Based OCR with Gemini 2.0** Http Request *Service*
- 16 **Empty Response** Set *Logic*
- 17 **Parse Output** Set *Logic*
- 18 **Wait** Wait *Logic*

## How it's built

- **Starts on:** A clock
- **Steps:** 18, with 1 branch, 2 loops or waits
- **Size:** Medium: a working afternoon
- **Connects to:** Excel, Outlook
- **Model:** Gemini

## Questions

What does it need to run?

An n8n account, plus your own Excel and Outlook accounts, and a key for Gemini. You connect your own accounts after importing it; none are included.

What starts it?

It starts on a clock.

Does it use AI?

Yes. It calls Gemini. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 18 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 18 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%2Fparse-incoming-invoices-from-outlook-with-gemini-and-excel)
- **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.

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

## Workflows like it

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

- [**Log Telegram receipt images to Excel 365 with Tesseract OCR** 18 steps · calls a model · Excel, Telegram](https://millionrounds.com/workflow/log-telegram-receipt-images-to-excel-365-with-tesseract-ocr)
- [**Automate digital product sales & delivery with Stripe** 18 steps · Google Drive, Google Sheets](https://millionrounds.com/workflow/automate-digital-product-sales-and-delivery-with-stripe)
- [**Automated invoice creation & customer communication** 16 steps · calls a model · Outlook, Telegram](https://millionrounds.com/workflow/automated-invoice-creation-and-customer-communication)
- [**Automated invoice-PO matching with Gemini** 14 steps · calls a model · Google Drive, Google Sheets](https://millionrounds.com/workflow/automated-invoice-po-matching-with-gemini)
- [**Extract invoice data to Excel with Gemini and OCR** 23 steps · calls a model · Excel, Telegram](https://millionrounds.com/workflow/extract-invoice-data-to-excel-with-gemini-and-ocr)
- [**Extract and log Outlook invoices to OneDrive Excel with OpenAI** 24 steps · calls a model · Excel, Outlook](https://millionrounds.com/workflow/extract-and-log-outlook-invoices-to-onedrive-excel-with-open)