AI-Powered Invoice Extractor via Telegram to Airtable β€” n8n Workflow

Medium complexity⚑ Trigger11 nodes🏷️ Invoice Processingby BizThrive.ai

Overview

πŸ“„ Description

This workflow automates the extraction of structured invoice data from PDF files sent via Telegram and stores it in Airtable. It leverages GPT-4o for intelligent parsing and includes conversational memory for a seamless user experience. Designed for businesses and freelancers who receive invoices digitally and want to streamline their record-keeping.

βš™οΈ How It Works

Telegram Trigger – Listens for incoming messages and PDF attachments.
Switch Node – Filters messages to ensure o

Nodes used

TelegramAI AgentOpenAI Chat ModelSimple Memory

Workflow Preview

πŸ“‹ SETUP REQUIREMENTS
πŸ”§ Prerequisites:
β€’ Telegram Bot Token (from @BotFather)
β€’ OpenAI API Key (GPT-4o model access)
β€’ Airtable Account with API access
πŸ“Š Airtable Setup:
πŸ€– INVOICE CATEGORISER WORKFLOW
πŸ“ Purpose:
Automatically extracts invoice data from PDF files sent
πŸ”„ Process Flow:
1. Telegram message received
2.
πŸ“± HOW TO USE
1️⃣ Start Conversation:
β€’ Send any message to the Telegram bot
β€’ Bot will ask for company/individual name
2️⃣ Upload Invoice:
β€’ Send PDF invoice as file attachment
πŸ“Š AIRTABLE DATA STRUCTURE
πŸ“‹ Invoices Table Fields:
β€’ Invoice Number, Date, Supplier
β€’ Supplier Address, Tax ID
β€’ PO Number, Due Date
β€’ Receiver Name, Address
πŸ”§ TROUBLESHOOTING
❌ Common Issues:
πŸ“„ PDF Not Processing:
β€’ Check file is actually PDF format
β€’ Ensure file size is reasonable
β€’ Verify PDF contains readable text
βš™οΈ CONFIGURATION NOTES
🎯 AI Agent Settings:
β€’ Uses GPT-4o model for accuracy
β€’ Structured prompts for consistency
β€’ Memory enabled for context
β€’ Tools connected for Airtable operations
memorytooltoolmodel
OpenAI Chat Model
Simple Memory
C
Create Line Item1
C
Create Invoice1
Telegram3
E
Edit Fields1
Telegram2
E
Extract from File1
S
Switch1
⚑
T
Telegram Trigger1
AI Agent1
11 nodes11 edges

How it Works

  1. 1

    Trigger

    The workflow starts with a trigger trigger.

  2. 2

    Process

    Data flows through 11 nodes, connecting agent, airtabletool, extractfromfile.

  3. 3

    Output

    The workflow completes its automation and delivers the result to the configured destination.

Node Details (11)

TE

Telegram

telegram

#1
AI

AI Agent

n8n-nodes-langchain.agent

#2
OP

OpenAI Chat Model

n8n-nodes-langchain.lmChatOpenAi

#3
SI

Simple Memory

n8n-nodes-langchain.memoryBufferWindow

#4

How to Import This Workflow

  1. 1Click Download JSON button on the right to save the workflow file.
  2. 2Open your n8n instance. Go to Workflows β†’ New β†’ Import from file.
  3. 3Select the downloaded ai-powered-invoice-extractor-via-telegram-to-airtable file and click Import.
  4. 4Set up credentials for each service node (API keys, OAuth, etc.).
  5. 5Click Test Workflow to verify everything works, then activate it.

Or paste directly in n8n β†’ Import from JSON:

{ "name": "AI-Powered Invoice Extractor via Telegram to Airtable", "nodes": [...], ...}

Integrations

agentairtabletoolextractfromfilelmchatopenaimemorybufferwindowsetswitchtelegramtelegramtrigger

Get This Workflow

Download and import in one click

Download JSONView on n8n.io
Nodes11
Complexitymedium
Triggertrigger
CategoryInvoice Processing

Created by

BizThrive.ai

BizThrive.ai

@davids

Tags

agentairtabletoolextractfromfilelmchatopenaimemorybufferwindowsetswitchtelegramtelegramtrigger
⚑

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Standard accounting templates often fail to reflect a premium brand identity. This sophisticated n8n workflow bridges the gap between financial record-keeping and professional client presentation. By moving beyond the native limitations of QuickBooks Online, this automation enables businesses to generate high-end, multi-page PDF invoices that align perfectly with their corporate styling. The process begins the moment a new invoice is generated in QuickBooks, triggering a webhook that captures real-time billing data. The workflow then utilizes advanced HTML-to-File conversion and custom Code nodes to structure data into a polished, branded layout. It handles complex logic such as line-item merging and multi-page formatting automatically. Once the document is rendered, the system bypasses generic 'no-reply' senders by routing the finalized PDF through your preferred email provider. This ensures a seamless, white-labeled experience for your clients while eliminating the manual overhead of exporting, styling, and attaching files. Ideal for agencies and service providers, this flow guarantees that your most frequent touchpointβ€”the billβ€”is as professional as your work. **Common Use Cases:** - High-end creative agencies requiring bespoke, white-labeled billing documents for premium clients. - Automated recurring subscription billing where custom tax disclosures or localized branding are required. - Service-based businesses needing to attach dynamic project reports or terms of service directly to QuickBooks invoices.

πŸ”— WebhookΒ·12 nodes