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

High complexity⚡ Trigger45 nodes🏷️ Invoice Processing👁 3 viewsby DIGITAL BIZ TECH

Overview

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

Nodes used

Google SheetsHTTP RequestGoogle DriveQuickBooks OnlineCodeAI AgentOpenAI Chat ModelGoogle Gemini Chat Model

Workflow Preview

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

How it Works

  1. 1

    Trigger

    The workflow starts with a trigger trigger.

  2. 2

    Process

    Data flows through 45 nodes, connecting agent, code, gmailtrigger.

  3. 3

    Output

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

Node Details (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

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 convert-emailed-timesheets-into-quickbooks-invoices-with-ocr-ai-gmail-and-sheets 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": "Convert emailed timesheets into QuickBooks invoices with OCR, AI, Gmail and Sheets", "nodes": [...], ...}

Integrations

agentcodegmailtriggergoogledrivegooglesheetshttprequestiflmchatgooglegeminilmchatopenaimanualtriggerquickbookssetsplitinbatchessplitoutwait

Get This Workflow

Download and import in one click

Download JSONView on n8n.io
Nodes45
Complexityhigh
Triggertrigger
Views3
CategoryInvoice Processing

Created by

DIGITAL BIZ TECH

DIGITAL BIZ TECH

@dbt

Tags

agentcodegmailtriggergoogledrivegooglesheetshttprequestiflmchatgooglegeminilmchatopenaimanualtrigger
⚡

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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.

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