Convert emailed timesheets into QuickBooks invoices with OCR, AI, Gmail and Sheets — n8n Workflow

Hoch Komplexität⚡ Auslöser45 Knoten🏷️ Invoice Processing👁 3 Aufrufevon DIGITAL BIZ TECH

Übersicht

AI-Powered Timesheet → Invoice Automation (Gmail + OCR + AI + Google Sheets + QuickBooks)

> Note: This workflow uses sticky notes extensively to document each logical section of the automation. Sticky notes are mandatory and already included to explain OCR, AI parsing, folder logic, duplicate handling, and QuickBooks steps.

This workflow automates the full lifecycle of timesheet-based invoicing — from emailed timesheets to structured Google Sheets records and finalized invoices in QuickBoo

Verwendete Knoten

Google SheetsHTTP RequestGoogle DriveQuickBooks OnlineCodeAI AgentOpenAI Chat ModelGoogle Gemini Chat Model

Workflow-Vorschau

OCR extraction
Sends each attachment to the OCR API and returns plain
Build invoice dates
Calculates the invoice date and due date using the time
create new year folder
normalize and extract timesheet month
Prepare Month array and extract month number and split
Email intake and loop
Listens to Gmail for unread timesheet emails, splits al
How it works
The workflow automates extracting timesheet data, organ
1. Text extraction
Splits attachments and sends them to an OCR API to conv
Customer and PO lookup
Looks up the sender in the Customer POs sheet and pulls
AI timesheet parsing
OpenAI reads the timesheet text and extracts employee n
Client folder discovery
Search Client Invoices folder, finds or creates the cli
## File naming and search
searches Drive for existing sheets with the employee a
Create new
create new client name, employee and year named folder
check for duplicate and Skip January First T
skip if duplicate is found
add extracted data to sheets
add extracted data to sheets
get data from sheets
extracted data from sheets
quickbooks customer info
from quickbooks find customer info that match customer
check if customer exists
if exists continue else add new customer info
add data into Quickbooks
add data from sheets into Quickbooks invoice
check occurrence than map the data
check If: First Time This Month? and than map the extr
model
QuickBooks Find Customer
I
If Customer Exists?
QuickBooks Create Customer
QuickBooks Create Invoice
⚡
W
When clicking ‘Execute w…
Get row(s) in sheet
Google Sheets2
S
Set: Spreadsheet (ID & …
Split Binary Attachments
L
Loop: Process Each Attac…
W
Wait1
S
Split Each Month
M
Map Timesheet Fields
Check for Duplicate Entry
S
Skip If Duplicate Found
C
Create Sheet Name + Invo…
Google Sheets: Create Sh…
Move Sheet to Invoice Fo…
P
Prepare Default Invoice …
I
If- File is Exist
I
If1
Search: Client Invoices …
Search: Employee Name Fo…
C
Check Employee Name Folder
Search: Inside folders i…
Search: Year Folder
Search: folder name
C
Check if Year Folder Exi…
Create Current Year Folder
Create Employee Name Fol…
Google Drive
Get Customer Info From P…
Create Folder Name
Create: Year Folder
P
Prepare Month array
⚡
G
Gmail Trigger
W
Wait
Extract Text
S
Skip January First Time
Delete Exiting Row
OpenAI Chat Model1
AI Agent
Google Gemini Chat Model
Sheets: Append Row1
I
If: First Time This Month?
45 nodes50 edges

So funktioniert es

  1. 1

    Auslöser

    Der Workflow startet mit einem auslöser-Auslöser.

  2. 2

    Verarbeitung

    Die Daten fließen durch 45 Knoten, connecting agent, code, gmailtrigger.

  3. 3

    Ausgabe

    Der Workflow schließt seine Automatisierung ab und liefert das Ergebnis an das konfigurierte Ziel.

Knotendetails (45)

GO

Google Sheets

googleSheets

#1
HT

HTTP Request

httpRequest

#2
GO

Google Drive

googleDrive

#3
QU

QuickBooks Online

quickbooks

#4
CO

Code

code

#5
AI

AI Agent

n8n-nodes-langchain.agent

#6
OP

OpenAI Chat Model

n8n-nodes-langchain.lmChatOpenAi

#7
GO

Google Gemini Chat Model

n8n-nodes-langchain.lmChatGoogleGemini

#8

So importieren Sie diesen Workflow

  1. 1Klicken Sie rechts auf die Schaltfläche JSON herunterladen, um die Workflow-Datei zu speichern.
  2. 2Öffnen Sie Ihre n8n-Instanz. Gehen Sie zu Workflows → Neu → Aus Datei importieren.
  3. 3Wählen Sie die heruntergeladene Datei convert-emailed-timesheets-into-quickbooks-invoices-with-ocr-ai-gmail-and-sheets und klicken Sie auf Importieren.
  4. 4Richten Sie Anmeldedaten für jeden Dienstknoten ein (API-Schlüssel, OAuth usw.).
  5. 5Klicken Sie auf Workflow testen, um zu überprüfen, ob alles funktioniert, und aktivieren Sie es dann.

Oder direkt in n8n → Aus JSON importieren einfügen:

{ "name": "Convert emailed timesheets into QuickBooks invoices with OCR, AI, Gmail and Sheets", "nodes": [...], ...}

Integrationen

agentcodegmailtriggergoogledrivegooglesheetshttprequestiflmchatgooglegeminilmchatopenaimanualtriggerquickbookssetsplitinbatchessplitoutwait

Diesen Workflow holen

Herunterladen und mit einem Klick importieren

JSON herunterladenAuf n8n.io ansehen
Knoten45
Komplexitäthigh
Auslösertrigger
Aufrufe3
KategorieInvoice Processing

Erstellt von

DIGITAL BIZ TECH

DIGITAL BIZ TECH

@dbt

Tags

agentcodegmailtriggergoogledrivegooglesheetshttprequestiflmchatgooglegeminilmchatopenaimanualtrigger
⚡

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