This n8n workflow streamlines the process of extracting data from PDF invoices received via Gmail, parsing complex PDF structures using LlamaParse, and utilizing AI for accurate data extraction. The workflow automates email monitoring, PDF conversion, data parsing, and data entry into Google Sheets, improving efficiency and reducing manual effort.

It begins with the Gmail trigger node, which watches for incoming invoice emails with PDF attachments that haven’t been processed before. These PDFs are uploaded to LlamaParse for complex parsing, especially useful for invoices with embedded tables and figures. The workflow waits for the parsing job to complete, then retrieves the markdown version of the invoice.

Using an AI language model, the workflow extracts structured data such as invoice date, number, supplier info, customer details, line items, and totals. The cleaned data is then mapped and appended into a Google Spreadsheet for reconciliation and record-keeping. To prevent duplicate processing, the original email is labeled with ‘invoice synced’ after successful extraction, and the invoice PDF is marked to avoid reprocessing.

This automation is ideal for finance and admin teams handling large volumes of invoices, providing speed, accuracy, and seamless integration with existing document workflows.

Node Count	>20 Nodes
Nodes Used	@n8n/n8n-nodes-langchain.chainLlm, @n8n/n8n-nodes-langchain.lmOpenAi, @n8n/n8n-nodes-langchain.outputParserStructured, aggregate, gmail, gmailTrigger, googleSheets, httpRequest, if, merge, set, splitOut, stickyNote, switch, wait