Automated Invoice Extraction and Data Entry Workflow

This n8n workflow automates the process of extracting invoice data from emails or images and populating a structured database. It streamlines accounts payable (AP) workflows by integrating Gmail, image analysis, AI language models, and Airtable.

The process begins with Gmail trigger nodes that check for new invoice emails, filtering out already processed ones with specific labels. Attachments are downloaded and, if necessary, converted from PDF to JPG format using ConvertAPI. The workflow leverages OpenAI’s GPT-4 model to analyze invoice images, extracting key information such as invoice date, number, vendor details, product descriptions, and prices.

Extracted data is parsed into a structured format and matched against existing vendor records stored in Airtable. The workflow then consolidates all invoice details, including vendor info, and updates the Airtable database, creating new records or updating existing ones. Finally, it labels processed emails automatically to prevent reprocessing.

This workflow is ideal for businesses seeking to automate invoice processing, reduce manual data entry, and improve accuracy in accounts payable operations, from receipt to data entry.