{ "name": "Automatically create invoices from Gmail labels with GPT-4O + QuickBooks", "nodes": [ { "id": "5f0e5680-7bb4-4c96-b427-233f0fd35d9a", "name": "Add Client to QBO", "type": "n8n-nodes-base.quickbooks", "position": [ 540, 500 ] }, { "id": "8d3af3f2-77ab-4788-8a92-2efc7be5ca42", "name": "Get Messages w/ Invoice Needed Label", "type": "n8n-nodes-base.gmail", "position": [ 220, 20 ] }, { "id": "c76c499b-fd1b-440e-be22-3737a223c02c", "name": "OpenAI Chat Model", "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi", "position": [ 60, 720 ] }, { "id": "6ef8c67e-c5ba-4dc0-97e9-eebfc1a47db0", "name": "Structured Output Parser", "type": "@n8n/n8n-nodes-langchain.outputParserStructured", "position": [ 280, 720 ] }, { "id": "8e74cb95-64fa-4969-88ef-782631a1dbe9", "name": "Find Existing Customer", "type": "n8n-nodes-base.quickbooks", "position": [ 800, 500 ] }, { "id": "4c7cb8d6-97d2-49a7-9307-9faeb04b2573", "name": "Create A New Invoice", "type": "n8n-nodes-base.quickbooks", "position": [ 1060, 520 ] }, { "id": "1df01733-3f95-478f-bc2e-2eba2d3da4a9", "name": "Download Invoice", "type": "n8n-nodes-base.quickbooks", "position": [ 640, 940 ] }, { "id": "6ca60364-5d5b-45e0-9d73-63c34b20c47d", "name": "Write Draft Reply to Client", "type": "n8n-nodes-base.gmail", "position": [ 920, 940 ] }, { "id": "f5c6f49d-5e21-48ae-bc4e-750cd4d5bd4a", "name": "Schedule Trigger", "type": "n8n-nodes-base.scheduleTrigger", "position": [ -40, 20 ] }, { "id": "c01cc24c-99cd-4c16-80db-db71a6362859", "name": "AI Agent: Extract Customer & Invoice Details", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ 60, 500 ] }, { "id": "60aeb85f-b6ef-4c47-bb88-d2431a95f7f2", "name": "Remove Invoice Needed Label", "type": "n8n-nodes-base.gmail", "position": [ 1180, 940 ] }, { "id": "13d90021-d6b4-464c-bbf4-d2866e4452b8", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -800, -280 ], "parameters": { "width": 660, "height": 1700, "content": "## Automatically Create and Draft Invoices from Labeled Emails Using AI + QuickBooks\n\n## What It Does\nThis workflow reads Gmail threads labeled `Invoice Needed`, extracts invoice and client details us" } }, { "id": "124c54fc-301d-48dc-8569-083ae9350cbf", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -100, -160 ], "parameters": { "width": null, "height": 360, "content": "## Schedule\nThis node determines how often the workflow should check for newly labeled emails. Adjust this to control how responsive or resource-efficient your automation is.\n\n" } }, { "id": "3657dde0-5110-4ea8-95bc-0301e9da5045", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ 160, -160 ], "parameters": { "width": null, "height": 360, "content": "## Gmail\nConnects to Gmail and pulls email threads that have the \"Invoice Needed\" label. This is the trigger for creating a new invoice." } }, { "id": "4d6af4d6-99a3-418b-9e05-7364ae71df30", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ 420, -160 ], "parameters": { "width": null, "height": 360, "content": "## Combine All Messages\nGroups together all messages within a thread so AI can see the full conversation context — crucial for extracting accurate invoice details." } }, { "id": "1adecc9c-446b-4f4d-a9dd-c333773ca0e3", "name": "Combine all Messages in a Thread", "type": "n8n-nodes-base.code", "position": [ 480, 40 ] }, { "id": "276e3175-c11a-4ae9-94ab-9703e20b89bf", "name": "Sticky Note4", "type": "n8n-nodes-base.stickyNote", "position": [ 20, 300 ], "parameters": { "width": 440, "height": 560, "content": "## AI Agent: Extract Customer & Invoice Details\nUses OpenAI to read the email content and extract structured invoice data like name, company, amount, description, and contact info." } }, { "id": "de08bb58-b868-4c70-80b9-b63c5f607856", "name": "Sticky Note5", "type": "n8n-nodes-base.stickyNote", "position": [ 480, 300 ], "parameters": { "width": null, "height": 380, "content": "## Add Client to QBO\nTries to add a new customer to QuickBooks" } }, { "id": "3344c904-9c17-4cf0-9d15-bbf1ce4d856d", "name": "Sticky Note6", "type": "n8n-nodes-base.stickyNote", "position": [ 740, 300 ], "parameters": { "width": null, "height": 380, "content": "## Find Existing Customer\nSearches your QuickBooks account for a customer with the same display name" } }, { "id": "88e1b763-ca25-4e0e-8881-d03d32003f14", "name": "Sticky Note7", "type": "n8n-nodes-base.stickyNote", "position": [ 1000, 300 ], "parameters": { "width": null, "height": 380, "content": "## Create A New Invoice\nBuilds a draft invoice in QBO using the client info and line item details (amount + description) from the AI extraction. Please select a Product or Service to Sell\n" } }, { "id": "cb087959-e777-4749-b734-d31ed64c09c1", "name": "Sticky Note8", "type": "n8n-nodes-base.stickyNote", "position": [ 600, 760 ], "parameters": { "width": null, "height": 360, "content": "## Download Invoice\nPulls the PDF version of the invoice from QBO so it can be attached to your email reply." } }, { "id": "b7a83ee4-678a-4477-9b54-a21dd6099412", "name": "Sticky Note9", "type": "n8n-nodes-base.stickyNote", "position": [ 860, 760 ], "parameters": { "width": null, "height": 360, "content": "## Write Draft Reply to Client\nCreates a draft email reply to the original thread in Gmail with the invoice attached — ready for you to review and send." } }, { "id": "4faa7895-c3dd-4607-9f55-35ee5e19728e", "name": "Sticky Note10", "type": "n8n-nodes-base.stickyNote", "position": [ 1120, 760 ], "parameters": { "width": null, "height": 360, "content": "## Remove Invoice Needed Label\nRemoves the \"Invoice Needed\" label from the email thread to mark it as processed and avoid double-handling." } } ], "connections": { "Download Invoice": { "main": [ [ { "node": "Write Draft Reply to Client", "type": "main", "index": 0 } ] ] }, "Schedule Trigger": { "main": [ [ { "node": "Get Messages w/ Invoice Needed Label", "type": "main", "index": 0 } ] ] }, "Add Client to QBO": { "main": [ [ { "node": "Find Existing Customer", "type": "main", "index": 0 } ] ] }, "OpenAI Chat Model": { "ai_languageModel": [ [ { "node": "AI Agent: Extract Customer & Invoice Details", "type": "ai_languageModel", "index": 0 } ] ] }, "Create A New Invoice": { "main": [ [ { "node": "Download Invoice", "type": "main", "index": 0 } ] ] }, "Find Existing Customer": { "main": [ [ { "node": "Create A New Invoice", "type": "main", "index": 0 } ] ] }, "Structured Output Parser": { "ai_outputParser": [ [ { "node": "AI Agent: Extract Customer & Invoice Details", "type": "ai_outputParser", "index": 0 } ] ] }, "Write Draft Reply to Client": { "main": [ [ { "node": "Remove Invoice Needed Label", "type": "main", "index": 0 } ] ] }, "Combine all Messages in a Thread": { "main": [ [ { "node": "AI Agent: Extract Customer & Invoice Details", "type": "main", "index": 0 } ] ] }, "Get Messages w/ Invoice Needed Label": { "main": [ [ { "node": "Combine all Messages in a Thread", "type": "main", "index": 0 } ] ] }, "AI Agent: Extract Customer & Invoice Details": { "main": [ [ { "node": "Add Client to QBO", "type": "main", "index": 0 } ] ] } } }