Automate Invoice Processing with Gmail, OCR.space, Slack & Xero — n8n Workflow

High complexity⚡ Trigger20 nodes🏷️ Invoice Processing👁 3 viewsby Abi Odedeyi

Overview

How It Works

Trigger: Watches for new emails in Gmail with PDF/image attachments.
OCR: Sends the attachment to OCR.space API (https://ocr.space/OCRAPI) to extract invoice text.
Parsing: Extracts key fields:
Vendor
Invoice number
Amount
Currency
Invoice date
Due date
Description
Validation Logic:
Checks if amount is valid
Ensures vendor and invoice number are present
Flags high-value invoices (e.g., over $10,000)
Routing:
If invalid:

Nodes used

Google SheetsHTTP RequestSlackXeroGmailCode

Workflow Preview

Automate Invoice Processing with Gmail, OCR.s
This n8n template demonstrates how to automatically ext
2. Approve or Reject Invoice in Slack
Read more about Slack Approval workflows in n8n
After parsing, the workflow evaluates whether the invoi
1. Extract & Parse Invoice from Gmail
Read more about the Gmail and HTTP Request nodes
This section listens for new emails via Gmail,
3. Sync Outcome to Xero & Notify
Read more about Xero and Gmail automation
If the invoice is approved, the workflow fetches the co
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G
Gmail Trigger
Code in JavaScript
Append or update row in …
Slack Approval Request
Slack Rejection message
C
Check Qualification
Parse Invoice Data
Format for Slack
Rejection message
Success message
Update Rejected Status
Update Approved Status
Add Processed label
Add Rejected label
Get many contacts
Clean Invoice Payload
Create invoice
H
Has Valid Attachment?
W
Was Approved?
Extract Text
20 nodes19 edges

How it Works

  1. 1

    Trigger

    The workflow starts with a trigger trigger.

  2. 2

    Process

    Data flows through 20 nodes, connecting code, gmail, gmailtrigger.

  3. 3

    Output

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

Node Details (20)

GO

Google Sheets

googleSheets

#1
HT

HTTP Request

httpRequest

#2
SL

Slack

slack

#3
XE

Xero

xero

#4
GM

Gmail

gmail

#5
CO

Code

code

#6

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 → New → Import from file.
  3. 3Select the downloaded automate-invoice-processing-with-gmail-ocrspace-slack-xero 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 → Import from JSON:

{ "name": "Automate Invoice Processing with Gmail, OCR.space, Slack & Xero", "nodes": [...], ...}

Integrations

codegmailgmailtriggergooglesheetshttprequestifslackxero

Get This Workflow

Download and import in one click

Download JSONView on n8n.io
Nodes20
Complexityhigh
Triggertrigger
Views3
CategoryInvoice Processing

Created by

Abi Odedeyi

Abi Odedeyi

@abiodedeyi

Tags

codegmailgmailtriggergooglesheetshttprequestifslackxero
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