Automated Invoice Processing from Gmail to QuickBooks

This n8n workflow streamlines the creation and sending of invoices directly from labeled Gmail threads. It begins with a schedule trigger that automatically fetches email threads from Gmail marked with the ‘Invoice Needed’ label. The emails within each thread are grouped together to provide full conversation context for accurate data extraction. Using an AI-powered language model, the workflow extracts key invoice details such as client name, company, invoice amount, description, and billing address. It then attempts to add a new client to QuickBooks; if the client already exists, it retrieves the existing customer data. Next, it creates a draft invoice in QuickBooks with the extracted details and downloads the invoice as a PDF. A personalized reply email, with the invoice attached, is drafted in Gmail for review and sending. Finally, the workflow removes the ‘Invoice Needed’ label from the email thread to prevent duplicate processing. This automation is ideal for freelancers, small businesses, or accounting teams seeking to reduce manual data entry, increase billing efficiency, and maintain organized correspondence with clients.