Automation library · Money admin

Process and forecast AP invoices from Gmail with OpenAI

Started by a clock, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI. 15 steps, 1 branch: a working afternoon to understand properly.

MediumCalls a model: OpenAI

Download free
15 stepsMedium: a working afternoon
1Branch: places the flow splits
0Loops or waits
2Services it connects to

The flow

Starts it 2Model 2Logic 4Service 7

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

  1. 1When New Invoice Email ArrivesGmail triggerStarts it
  2. 2OpenAI GPT-5 Invoice AnalysisLm Chat Open AiModel
  3. 3Weekly Monday 9amSchedule triggerStarts it
  4. 4Extract Text from PDF InvoiceExtract From FileService
  5. 5AI Extract & Categorize InvoiceInformation ExtractorModel
  6. 6Read All InvoicesGoogle SheetsService
  7. 7Prepare & PrioritizeSetLogic
  8. 8Build Weekly DigestCodeLogic
  9. 9Append Invoice to Google SheetsGoogle SheetsService
  10. 10Email Weekly AP DigestGmailService
  11. 11Read Logged InvoicesGoogle SheetsService
  12. 12Calculate Cash FlowCodeLogic
  13. 13High-Value Invoice?IfLogic
  14. 14Email High-Value AlertGmailService
  15. 15Email Invoice LoggedGmailService

How it's built

Starts on
A clock
Steps
15, with 1 branch
Size
Medium: a working afternoon
Connects to
Gmail, Google Sheets
Model
OpenAI

Questions

What does it need to run?

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

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.