Automated Invoice Processing System with OCR & AI - AP Automation with Airtable — n8n Workflow

High complexity⚡ Trigger18 nodes🏷️ Invoice Processing👁 1,326 viewsby Milan Vasarhelyi - SmoothWork

Overview

Video Introduction

Invoice Processing Automation

This template is the automation behind a simple incoming invoice automation tool (AP automation) tool built in Airtable.

Link to the Airtable base, and all other tools used, is in notes on the left of the automation.

How it works See how it works on video: Full Video Walkthrough

  1. We get an email with an invoice attachment:

  2. Processes and adds the data to an Airtable interface:

  3. Once we approved it and Due date approaches, it shows a

Nodes used

AirtableHTTP RequestGmailBasic LLM ChainOpenAI Chat ModelOpenAI ModelStructured Output ParserOpenAIInformation Extractor

Workflow Preview

Invoice Processing Automation
This template is the automation behind a simple incomin
Follow the instructions below to get
Gets all messages that:
1) Have an attachment
2) Do not have the label invoice_checked
3) Text matches invoice
*1. Set up Airtable*
1 - Register an Airtable account here
2 - Duplicate [this base](https://airtable.com/appFMuGz
2. Set Up ConvertAPI
1 - Register a ConvertAPI account here
2 - Get an API key, and save it somewhere safe
3 - Create a Header Auth credential in Cred
TODO: Change the Base to the duplicated base,
TODO: Change the Base to the duplicated base,
3. Set up Gmail
1 - Create the "invoice_checked" label
2 - [Follow the instructions](https://docs.n8n.io/integ
4. Set up OpenAI
Follow the n8n instructions to connect your OpenAI plat
TODO: Add the ConvertAPI Header Auth
Made by:
Milan @ SmoothWork - Book a Free Consulting Call
![Milan](https://gravatar.com/avatar/95700d17ba300a9f14
Video Introduction
![image.png](https://www
modelmodelparser
OpenAI Model
Structured Output Parser
M
Map Output
Apply Data Extraction Ru…
Gmail1
G
Get all img_url
Analyze image
G
Get image data
PDF -> JPG - ConvertAPI
Get list of vendors
M
Merge
E
Edit Fields
Information Extractor
OpenAI Chat Model
M
Merge1
Airtable
⚡
G
Gmail Trigger
Gmail
18 nodes19 edges

How it Works

  1. 1

    Trigger

    The workflow starts with a trigger trigger.

  2. 2

    Process

    Data flows through 18 nodes, connecting airtable, chainllm, gmail.

  3. 3

    Output

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

Node Details (18)

AI

Airtable

airtable

#1
HT

HTTP Request

httpRequest

#2
GM

Gmail

gmail

#3
BA

Basic LLM Chain

n8n-nodes-langchain.chainLlm

#4
OP

OpenAI Chat Model

n8n-nodes-langchain.lmChatOpenAi

#5
OP

OpenAI Model

n8n-nodes-langchain.lmOpenAi

#6
ST

Structured Output Parser

n8n-nodes-langchain.outputParserStructured

#7
OP

OpenAI

n8n-nodes-langchain.openAi

#8
IN

Information Extractor

n8n-nodes-langchain.informationExtractor

#9

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 automated-invoice-processing-system-with-ocr-ai-ap-automation-with-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 → Import from JSON:

{ "name": "Automated Invoice Processing System with OCR & AI - AP Automation with Airtable", "nodes": [...], ...}

Integrations

airtablechainllmgmailgmailtriggerhttprequestinformationextractorlmchatopenailmopenaimergeopenaioutputparserstructuredsetsplitout

Get This Workflow

Download and import in one click

Download JSONView on n8n.io
Nodes18
Complexityhigh
Triggertrigger
Views1,326
CategoryInvoice Processing

Created by

Milan Vasarhelyi - SmoothWork

Milan Vasarhelyi - SmoothWork

@vasarmilan

Tags

airtablechainllmgmailgmailtriggerhttprequestinformationextractorlmchatopenailmopenaimergeopenai
⚡

New to n8n?

n8n is a free, open-source workflow automation tool. Self-host it or use the cloud version.

Get n8n Free →

Related Invoice Processing Workflows

COCOEMEX+5
medium

Automate Custom QuickBooks Invoice PDFs & Email with n8n

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 touchpoint—the bill—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.

🔗 Webhook·12 nodes