Automatic Email Invoice Archiving & Data Extraction with Gmail, Drive & AI — n8n Workflow

High complexity⏰ Scheduled17 nodes🏷️ Invoice Processingby Paolo Ronco

Overview

Automated Invoice Archiving

Automatically fetch, store, and extract key information from invoices received via email from your ISP or utility provider (electricity, gas, telecom, water, etc.).The workflow saves the invoices to Google Drive (or optionally to your personal FTP/SFTP server) and logs all invoice details into Google Sheets via AI-powered extraction.

Read: Full setup Guide

How it works

Scheduled TriggerRuns the workflow at a selected interval (e.g., every hour). You can freely a

Nodes used

Google SheetsHTTP RequestGoogle DriveFTPGmailCodeAI AgentOpenRouter Chat Model

Workflow Preview

Automated Invoice Archiving - overview

This workflow automatically collects invoice emails fro

SECTION 1 Trigger

Runs the workflow on a schedule you choose. Adjust inte

SECTION 2.1 — Email Intake & Attachment filte

Fetches messages from a specific sender and filters onl

Setup:

In Gmail → Get Many Messages, enter t

SECTION 3 — Download & Storage

Downloads the invoice PDF and saves it to Google Drive.

Google Drive:

Connect your Drive account: [🔗

SECTION 4 — PDF Text Extraction

Converts the PDF into text before sending it to the AI

SECTION 5 — AI Parsing

The AI Agent extracts structured data (date, vendor, am

Setup

Enter your LLM provider API key (OpenRouter/OpenAI).

Ensure

SECTION 6 - GoogleSheets Logging

Setup

Connect your Google Sheets Service Account.

Set Document ID and Sheet Name.

Create these columns in the first row:

* Vendor

Section 3: Check if already existing

Prevents duplicate processing of the same email.

This section checks whether the current Gmail message h

Section 2.2

Get attachment from Gmail

(binary file)

AI_Agent-fields

Code_extractFields

GoogleSheets_save

downloadFile

GoogleDrive-upload-file

Gmail-Get_Invoice

Delete a message

⚡

Schedule Trigger

Get many messages

Extract from File1

OpenRouter Chat Model1

Delete a file1

Filter-contains_attachment

Code in JavaScript

Check: Message already p…

FTP-upload

17 nodes14 edges

How it Works

1
Trigger
The workflow starts with a scheduled trigger, running on a defined schedule.
2
Process
Data flows through 17 nodes, connecting agent, code, extractfromfile.
3
Output
The workflow completes its automation and delivers the result to the configured destination.

Node Details (17)

Google Sheets

googleSheets

HTTP Request

httpRequest

Google Drive

googleDrive

FTP

ftp

Gmail

gmail

Code

code

AI Agent

n8n-nodes-langchain.agent

OpenRouter Chat Model

n8n-nodes-langchain.lmChatOpenRouter

How to Import This Workflow

1Click Download JSON button on the right to save the workflow file.
2Open your n8n instance. Go to Workflows → New → Import from file.
3Select the downloaded automatic-email-invoice-archiving-data-extraction-with-gmail-drive-ai file and click Import.
4Set up credentials for each service node (API keys, OAuth, etc.).
5Click Test Workflow to verify everything works, then activate it.

Or paste directly in n8n → Import from JSON:

{ "name": "Automatic Email Invoice Archiving & Data Extraction with Gmail, Drive & AI", "nodes": [...], ...}

Integrations

agentcodeextractfromfilefilterftpgmailgoogledrivegooglesheetshttprequestiflmchatopenrouterscheduletrigger

Get This Workflow

Download and import in one click

Download JSON View on n8n.io

Nodes17

Complexityhigh

Triggerscheduled

CategoryInvoice Processing

Created by

Paolo Ronco

@paoloronco

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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 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