This n8n workflow automates the process of managing invoice emails from Gmail, extracting PDF attachments, storing and organizing them in Google Drive, and updating a Google Sheets reconciliation sheet with invoice details. Designed for efficiency, it minimizes manual effort in invoice management.
The workflow begins with a Gmail trigger that checks for unread emails containing attachments every minute. It filters emails to process only those with relevant invoice attachments. Once triggered, the workflow downloads the attachments from Gmail.
Attachments are uploaded to a designated folder in Google Drive, where they are renamed based on the email subject and current date for easy identification. The files are then moved to a specific folder, organizing documents systematically.
Subsequently, the workflow uses OpenAI’s GPT-4 model via Langchain nodes to analyze the PDFs. It extracts critical invoice data such as invoice date, total price, and description, and generates a structured output that can be easily parsed.
This structured data is then appended to a Google Sheets document for reconciliation purposes. Additionally, URL links to the stored documents are created, providing quick access to the original files.
The process marks processed emails as read, ensuring no duplicates, and includes markers and notes for users to understand each step. This workflow is ideal for accounting departments, administrative teams, or any business seeking to automate invoice management and data entry, reducing manual errors and saving time.
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