Automation library · Money admin

Track construction job costs from Gmail invoices with OpenAI

Started by an arriving email, and works across Airtable, Gmail and Slack. It hands the judgement calls to OpenAI. 8 steps, 1 branch: small enough to read in one sitting and change without fear.

SmallCalls a model: OpenAI

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8 stepsSmall: readable in one sitting
1Branch: places the flow splits
0Loops or waits
3Services it connects to

The flow

Starts it 1Model 3Logic 1Service 3

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

  1. 1New Invoice EmailGmail triggerStarts it
  2. 2OpenAI ModelLm Chat Open AiModel
  3. 3Job Match Output FormatOutput Parser StructuredModel
  4. 4Extract Invoice PDF DataExtract From FileService
  5. 5AI: Parse & Match to JobAgentModel
  6. 6Job Match Confident?IfLogic
  7. 7Log Cost to Job TrackerAirtableService
  8. 8Flag for Manual ReviewSlackService

How it's built

Starts on
An arriving email
Steps
8, with 1 branch
Size
Small: readable in one sitting
Connects to
Airtable, Gmail, Slack
Model
OpenAI

Questions

What does it need to run?

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

How long does it take to set up?

Not long. At 8 steps it can be read in one sitting and changed without fear.

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 8 steps before you point it at anything that matters.