Process invoices and send weekly AI reports with OpenAI and Gmail — n8n Workflow

High complexity⚡ Trigger19 nodes🏷️ Invoice Processingby ResilNext

Overview

Overview This workflow automates invoice handling from upload to reporting using AI.

Users submit invoices through a simple form. The workflow extracts key details, validates the data, stores valid invoices, and sends email notifications. It also generates a weekly summary report automatically.

This helps reduce manual data entry and ensures consistent invoice processing.

How It Works

Form Submission Users upload an invoice (PDF or image) along with their email.

Initial Storage The ra

Nodes used

GmailCodeAI AgentOpenAI Chat ModelStructured Output Parser

Workflow Preview

How it works
This workflow helps you automatically process invoices
A user uploads an invoice file (PDF or image) through a
Form Input
Collects user email and invoice file via form trigger.
Configuration and Submission Storage
Defines report email and valid currencies used in valid
Stores raw form data for tracking and auditing purposes
File Extraction
Extracts text content from uploaded invoice files.
AI Processing
AI converts extracted text into structured invoice data
Validation
Checks date format, currency, and total amount accuracy
Success Path
Stores valid invoices and sends confirmation email.
Error Path
Sends email with validation errors for correction.
Weekly Trigger
Runs weekly to process stored invoices for reporting.
Report Generation
AI generates a formatted weekly invoice summary report.
Report Email
Sends weekly report to configured recipient.
modelparsermodel
⚡
I
Invoice Upload Form
W
Workflow Configuration
S
Store Raw Form Submission
E
Extract Invoice Content
Extract Invoice Data wit…
Invoice Data Schema Parser
Validate Invoice Data
C
Check Validation Result
P
Prepare Success Email Data
S
Store Validated Invoice
Send Success Email
P
Prepare Error Email Data
Send Error Email
⚡
W
Weekly Report Schedule
F
Fetch Weekly Invoices
Generate Weekly Report
Send Weekly Report Email
OpenAI GPT-5-mini Model
OpenAI GPT-5-mini Model …
19 nodes17 edges

How it Works

  1. 1

    Trigger

    The workflow starts with a trigger trigger.

  2. 2

    Process

    Data flows through 19 nodes, connecting agent, code, datatable.

  3. 3

    Output

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

Node Details (19)

GM

Gmail

gmail

#1
CO

Code

code

#2
AI

AI Agent

n8n-nodes-langchain.agent

#3
OP

OpenAI Chat Model

n8n-nodes-langchain.lmChatOpenAi

#4
ST

Structured Output Parser

n8n-nodes-langchain.outputParserStructured

#5

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 process-invoices-and-send-weekly-ai-reports-with-openai-and-gmail 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": "Process invoices and send weekly AI reports with OpenAI and Gmail", "nodes": [...], ...}

Integrations

agentcodedatatableextractfromfileformtriggergmailiflmchatopenaioutputparserstructuredscheduletriggerset

Get This Workflow

Download and import in one click

Download JSONView on n8n.io
Nodes19
Complexityhigh
Triggertrigger
CategoryInvoice Processing

Created by

ResilNext

ResilNext

@rnair1996

Tags

agentcodedatatableextractfromfileformtriggergmailiflmchatopenaioutputparserstructuredscheduletrigger
⚡

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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