Automatic Email Invoice Archiving & Data Extraction with Gmail, Drive & AI — n8n Workflow

Hoog complexiteit⏰ Gepland17 knooppunten🏷️ Invoice Processingdoor Paolo Ronco

Overzicht

Automated Invoice Archiving

Automatically fetch, store, and extract key information from invoices received via email from your ISP or utility provider (electricity, gas, telecom, water, etc.).The workflow saves the invoices to Google Drive (or optionally to your personal FTP/SFTP server) and logs all invoice details into Google Sheets via AI-powered extraction.

Read: Full setup Guide

How it works

Scheduled TriggerRuns the workflow at a selected interval (e.g., every hour). You can freely a

Gebruikte knooppunten

Google SheetsHTTP RequestGoogle DriveFTPGmailCodeAI AgentOpenRouter Chat Model

Workflow-voorvertoning

Automated Invoice Archiving - overview
This workflow automatically collects invoice emails fro
SECTION 1 Trigger
Runs the workflow on a schedule you choose. Adjust inte
SECTION 2.1 — Email Intake & Attachment filte
Fetches messages from a specific sender and filters onl
Setup:
In Gmail → Get Many Messages, enter t
SECTION 3 — Download & Storage
Downloads the invoice PDF and saves it to Google Drive.
Google Drive:
Connect your Drive account: [🔗
SECTION 4 — PDF Text Extraction
Converts the PDF into text before sending it to the AI
SECTION 5 — AI Parsing
The AI Agent extracts structured data (date, vendor, am
Setup
Enter your LLM provider API key (OpenRouter/OpenAI).
Ensure
SECTION 6 - GoogleSheets Logging
Setup
Connect your Google Sheets Service Account.
Set Document ID and Sheet Name.
Create these columns in the first row:
* Vendor
Section 3: Check if already existing
Prevents duplicate processing of the same email.
This section checks whether the current Gmail message h
Section 2.2
Get attachment from Gmail
(binary file)
model
AI_Agent-fields
Code_extractFields
GoogleSheets_save
downloadFile
GoogleDrive-upload-file
Gmail-Get_Invoice
Delete a message
⚡
S
Schedule Trigger
Get many messages
E
Extract from File1
OpenRouter Chat Model1
Delete a file1
F
Filter-contains_attachment
Code in JavaScript
I
If
Check: Message already p…
FTP-upload
17 nodes14 edges

Hoe het werkt

  1. 1

    Trigger

    De workflow start met een gepland-trigger, uitgevoerd op een gedefinieerd schema.

  2. 2

    Verwerking

    Gegevens stromen door 17 knooppunten, connecting agent, code, extractfromfile.

  3. 3

    Uitvoer

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

Knooppuntdetails (17)

GO

Google Sheets

googleSheets

#1
HT

HTTP Request

httpRequest

#2
GO

Google Drive

googleDrive

#3
FT

FTP

ftp

#4
GM

Gmail

gmail

#5
CO

Code

code

#6
AI

AI Agent

n8n-nodes-langchain.agent

#7
OP

OpenRouter Chat Model

n8n-nodes-langchain.lmChatOpenRouter

#8

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 automatic-email-invoice-archiving-data-extraction-with-gmail-drive-ai 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": "Automatic Email Invoice Archiving & Data Extraction with Gmail, Drive & AI", "nodes": [...], ...}

Integraties

agentcodeextractfromfilefilterftpgmailgoogledrivegooglesheetshttprequestiflmchatopenrouterscheduletrigger

Haal deze workflow op

Download en importeer met één klik

JSON downloadenBekijken op n8n.io
Knooppunten17
Complexiteithigh
Triggerscheduled
CategorieInvoice Processing

Gemaakt door

Paolo Ronco

Paolo Ronco

@paoloronco

Tags

agentcodeextractfromfilefilterftpgmailgoogledrivegooglesheetshttprequestif
⚡

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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.

🔗 Webhook·12 nodes