Invoice Processor

Financeintermediate35 minutes setup

Overview

All the workflows, credentials and data tables you have access to

Create workflow
Prod. executions
0
Failed prod. executions
0
Failure rate
0%
Time saved
—
Run time (avg.)
0s
WorkflowsCredentialsExecutionsData tables
Search workflows...
Last updated
Gmail AI Categorizer
Updated 2 days ago
Personal
Abandoned Cart Recovery
Updated 5 days ago
Personal

$49

Sign in to purchase

Or get 20% off with Pro — $39, $19/month

Updated Jul 2, 2026

100% n8n compatible

Monitors your inbox for invoice PDFs, uses AI to extract line items, amounts, and vendor details, then logs everything to a Google Sheet.

Business Impact

  • Extract invoice data from PDFs without manual data entry
  • Save 4–6 hours/week on accounts payable processing
  • Eliminate copy-paste errors into spreadsheets
  • Build a searchable invoice log automatically

Who is this for?

Perfect for:

  • Finance and ops teams
  • Freelancers and agencies tracking vendor invoices
  • Small businesses without dedicated AP staff
  • Bookkeepers managing multiple clients
  • Teams processing 20+ invoices per month

What's included

  • n8n JSON workflow file
  • Step-by-step setup guide
  • All AI prompts included
  • Lifetime updates

Setup Guide

  1. 1Download the workflow JSON file and import it into n8n
  2. 2Connect a Gmail OAuth2 credential with gmail.readonly and gmail.modify scopes on all Gmail nodes
  3. 3Enable the Gmail API in Google Cloud Console before creating OAuth credentials
  4. 4Create a Google Sheet with these column headers: Date Processed, Vendor, Invoice #, Invoice Date, Due Date, Subtotal, Tax, Total, Currency, Status, Confidence, Email Subject
  5. 5Open Workflow Settings and set google_sheet_id (ID between /d/ and /edit in the sheet URL) and sheet_name
  6. 6Connect a Google Sheets OAuth2 credential on the Log to Google Sheets node
  7. 7Connect an OpenAI API key on Extract Invoice Data with AI (ensure your account has credits)
  8. 8Click Save → Activate the workflow
  9. 9Forward a test invoice PDF to your Gmail inbox and wait up to 1 minute
  10. 10Confirm a new row appears in your Google Sheet with extracted invoice data

Required Credentials

  • Gmail OAuth2 (via Google Cloud Console)Configure in n8n
  • OpenAI API KeyConfigure in n8n
  • Google Sheets OAuth2Configure in n8n

Nodes Used

Gmail TriggerOpenAIGoogle Sheets

Common Mistakes

  • Using the full Google Sheet URL instead of just the ID — copy only the string between /d/ and /edit
  • Sheet column headers do not match exactly — they are case-sensitive and must match the workflow mapping
  • Gmail OAuth missing gmail.modify scope — mark-as-read will fail after processing
  • Testing with already-read emails — the trigger only fetches unread messages
  • OpenAI API key has no credits — extraction will fail and no sheet row is created
  • Expecting scanned/image-only PDFs to work — without embedded text, extraction returns low confidence and skips logging
  • Sheet tab name in Workflow Settings does not match your actual tab name

Architecture

Gmail Trigger
OpenAI
Google Sheets
Output

Tags

invoicefinanceaisheets