Parse Incoming Invoices From Outlook using AI Document Understanding — n8n Workflow

High complexity⏰ Scheduled18 nodes🏷️ Invoice Processing👁 6,511 viewsby Jimleuk

Overview

This n8n template monitors an Outlook mailbox for invoices, automatically parses/extracts data from them and then uploads the output to an Excel Workbook.

One of my top workflow requests, this template can save many hours of manual labour for you or your finance/accounts team.

How it works A scheduled trigger is set to fetch recent Outlook messages to the Accounts receivable mailbox. Each message is analysed to determine whether or not it from a supplier and is issuing/contains an invoice. For

Nodes used

HTTP RequestMicrosoft Excel 365Microsoft OutlookCodeGoogle Gemini Chat ModelText Classifier

Workflow Preview

2. Classify If Attachment is Invoice
Learn more about the Outlook node
For each qualifying message, we will ne
3. Extract Invoice Details
Learn more about the HTTP Request node
With our invoice PDFs ready to go, we'll again
1. Check for Invoice Emails
Learn more about the text classifier node
The Outlook node fet
4. Upload to Excel Workbook
Read more about the Excel node
Finally to capture the data, we can map these to an
Try it out
This n8n template monitors an Outlook mailbox for invoi
One of my top workflow req
Where Next? It's Up to You!
This template is deliberately cut short to demonstrate
model
Split Attachments
Download Attachments
P
Parse Output
F
For Each Message
M
Message Ref
Message Classifier
E
Extract from File
M
Markdown
E
Empty Response
W
Wait
F
Filter Invoices
H
Has Invoice?
⚡
S
Schedule Trigger
Get Recent Messages
Model
Microsoft Excel 365
Invoice Classifier With …
File-Based OCR with Gemi…
18 nodes20 edges

How it Works

  1. 1

    Trigger

    The workflow starts with a scheduled trigger, running on a defined schedule.

  2. 2

    Process

    Data flows through 18 nodes, connecting code, extractfromfile, filter.

  3. 3

    Output

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

Node Details (18)

HT

HTTP Request

httpRequest

#1
MI

Microsoft Excel 365

microsoftExcel

#2
MI

Microsoft Outlook

microsoftOutlook

#3
CO

Code

code

#4
GO

Google Gemini Chat Model

n8n-nodes-langchain.lmChatGoogleGemini

#5
TE

Text Classifier

n8n-nodes-langchain.textClassifier

#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 parse-incoming-invoices-from-outlook-using-ai-document-understanding 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": "Parse Incoming Invoices From Outlook using AI Document Understanding", "nodes": [...], ...}

Integrations

codeextractfromfilefilterhttprequestiflmchatgooglegeminimarkdownmicrosoftexcelmicrosoftoutlookscheduletriggersetsplitinbatchestextclassifierwait

Get This Workflow

Download and import in one click

Download JSONView on n8n.io
Nodes18
Complexityhigh
Triggerscheduled
Views6,511
CategoryInvoice Processing

Created by

Jimleuk

Jimleuk

@jimleuk

Tags

codeextractfromfilefilterhttprequestiflmchatgooglegeminimarkdownmicrosoftexcelmicrosoftoutlookscheduletrigger
⚡

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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