Detect duplicate invoice PDFs from Gmail with easybits and Google Sheets — n8n Workflow

Medium complexity⚡ Trigger9 nodes🏷️ Invoice Processingby Felix

Overview

How It Works This workflow automatically detects duplicate invoices from Gmail. Incoming PDF attachments are scanned by the easybits AI Extractor, then checked against the Master Finance File in Google Sheets. Duplicates trigger a Slack alert – new invoices get added to the sheet.

Flow overview: Gmail picks up new emails labeled as invoices (polls every minute) The PDF attachment is extracted and converted to base64 easybits Extractor reads the document and returns structured data The invoice n

Nodes used

Google SheetsHTTP RequestSlackCode

Workflow Preview

📧 Email Intake

Polls Gmail every minute for emails with the invoice la

Downloads attachments automatically.

📄 Invoice Extraction with easybits

Extracts the PDF attachment, converts it to base64, and

🔍 Duplicate Check

Reads all rows from the Master Finance File in Google S

🚨 Duplicate Found

If the invoice already exists in the sheet, a Slack DM

✅ New Invoice

If the invoice is not a duplicate, it gets appended to

🔍 Invoice Duplicate Checker

How It Works

This workflow automatically detects duplicate invoices

Check Google Sheets

Already Exists?

Add to Master List

⚡

Gmail Trigger

Extract from File

Edit Fields

HTTP Request

Code in JavaScript

Slack: Alert Finance

9 nodes8 edges

How it Works

1
Trigger
The workflow starts with a trigger trigger.
2
Process
Data flows through 9 nodes, connecting code, extractfromfile, gmailtrigger.
3
Output
The workflow completes its automation and delivers the result to the configured destination.

Node Details (9)

Google Sheets

googleSheets

HTTP Request

httpRequest

Slack

slack

Code

code

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 detect-duplicate-invoice-pdfs-from-gmail-with-easybits-and-google-sheets 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": "Detect duplicate invoice PDFs from Gmail with easybits and Google Sheets", "nodes": [...], ...}

Integrations

codeextractfromfilegmailtriggergooglesheetshttprequestifsetslack

Get This Workflow

Download and import in one click

Download JSON View on n8n.io

Nodes9

Complexitymedium

Triggertrigger

CategoryInvoice Processing

Created by

Felix

@easybits

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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