Automate Timesheet to Invoice Conversion with OpenAI, Gmail & Google Workspace — n8n Workflow

Hoog complexiteit⚡ Trigger40 knooppunten🏷️ Invoice Processingdoor DIGITAL BIZ TECH

Overzicht

This workflow converts emailed timesheets into structured invoice rows in Google Sheets and stores them in the correct Google Drive folder structure.

It:

Listens to Gmail for timesheet attachments
Runs OCR and AI parsing
Looks up Customer and PO data from a Google Sheet
Organizes files in Client → Employee → Year folders
Reuses an existing invoice sheet or creates a new one and writes the invoice row

Quick Implementation Steps

Import the workflow JSON into your n8n instance.
Set

Gebruikte knooppunten

Google SheetsHTTP RequestGoogle DriveCodeOpenAI

Workflow-voorvertoning

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
Create invoice sheet
Generates the sheet name, creates a new Google Sheet, u
Write invoice row
Initializes the row structure, maps customer and timesh
Decide reuse or create sheet
Checks the merged search results. If a matching sheet e
Email intake and loop
Listens to Gmail for unread timesheet emails, splits al
Timesheet to Invoice Automation
How it works
The workflow automates converting emailed timesheets in
1. Email intake
Pulls unread Gmail messages with timesheet att
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
Build file names and search
Generates start based and end based file names from emp
Create invoice sheet
Generates the sheet name, creates a new Google Sheet, u
Write invoice row
append invoice rows
For new sheets, creates the sheet, sets timezone, moves
⚡
G
Gmail Trigger
Split Binary Attachments
L
Loop: Process Each Attac…
Extract Timesheet Data (…
Get Customer Info From P…
S
Set Invoice Date & Due D…
G
Generate Sheet Name (Emp…
S
Set: Invoice Range
I
If: File Already Exists?
If: Invoice Range is 15…
S
Set: File Name from Star…
Merge: Combine Folder S…
Create New Sheet
Move Created Sheet to Fi…
Set: Row Data
Sheets: Append Row
Sheets: Final Append
Sheets: Create Sheet
Sheets: Append Row1
Extract Text from Attach…
Search: Client Invoices …
Search: Client Folder by…
Search: File By Start Da…
Search: File By End Date…
Drive: Move Sheet To Fin…
S
Set: Empty Row Structure
S
Set: Spreadsheet (ID & …
Append: Final Row to Exi…
C
Check if Year Folder Exi…
Create Client Name Folder
C
Check Client Name Folder
Search: Employee Name Fo…
C
Check Employee Name Folder
Create Employee Name Fol…
Search: Year Folder
Create Year Folder
Create Current Year Folder
S
Set Timesheet JSON Fields
HTTP Request(new sheet)
HTTP Request1(create she…
40 nodes46 edges

Hoe het werkt

  1. 1

    Trigger

    De workflow start met een trigger-trigger.

  2. 2

    Verwerking

    Gegevens stromen door 40 knooppunten, connecting code, gmailtrigger, googledrive.

  3. 3

    Uitvoer

    De workflow voltooit zijn automatisering en levert het resultaat aan de geconfigureerde bestemming.

Knooppuntdetails (40)

GO

Google Sheets

googleSheets

#1
HT

HTTP Request

httpRequest

#2
GO

Google Drive

googleDrive

#3
CO

Code

code

#4
OP

OpenAI

n8n-nodes-langchain.openAi

#5

Hoe deze workflow te importeren

  1. 1Klik op de knop JSON downloaden rechts om het workflowbestand op te slaan.
  2. 2Open uw n8n-instantie. Ga naar Workflows → Nieuw → Importeren uit bestand.
  3. 3Selecteer het gedownloade bestand automate-timesheet-to-invoice-conversion-with-openai-gmail-google-workspace en klik op Importeren.
  4. 4Stel inloggegevens in voor elk serviceknooppunt (API-sleutels, OAuth, enz.).
  5. 5Klik op Workflow testen om te controleren of alles werkt, activeer het vervolgens.

Of plak rechtstreeks in n8n → Importeren uit JSON:

{ "name": "Automate Timesheet to Invoice Conversion with OpenAI, Gmail & Google Workspace", "nodes": [...], ...}

Integraties

codegmailtriggergoogledrivegooglesheetshttprequestifmergeopenaisetsplitinbatches

Haal deze workflow op

Download en importeer met één klik

JSON downloadenBekijken op n8n.io
Knooppunten40
Complexiteithigh
Triggertrigger
CategorieInvoice Processing

Gemaakt door

DIGITAL BIZ TECH

DIGITAL BIZ TECH

@dbt

Tags

codegmailtriggergoogledrivegooglesheetshttprequestifmergeopenaisetsplitinbatches
⚡

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