Description
This AI-powered n8n workflow instantly parses invoices and payment data from Gmail and organizes them into structured financial records in Google Sheets — no manual input required.
Built for accounting automation, finance ops, and business productivity, this workflow leverages OpenAI, LangChain, and Google’s ecosystem to deliver clean, categorized invoice data from messy email attachments.
🚀 What This Workflow Does
✅ Monitors your Gmail inbox for new invoice emails using a custom label
✅ Automatically downloads invoice attachments in PDF or image format
✅ Parses key financial information using OpenAI via LangChain — like invoice number, vendor, date, line items, tax, and total amount
✅ Appends this structured data into a Google Sheet — row by row, fully automated
✅ Removes trigger labels after processing to avoid reprocessing the same email
🔍 Sample Extracted Fields
📌 Invoice Number
📌 Vendor or Company Name
📌 Invoice Date & Due Date
📌 Items or Services Purchased
📌 Subtotal, Tax, and Total Amount
📌 Payment Terms or Mode (if available)
🧠 AI + Automation Stack
💼 n8n Workflows
📬 Gmail Trigger with Label Filter
🧾 Attachment Extractor for PDF/Images
🧠 LangChain + OpenAI (GPT-4 or GPT-3.5) for document parsing
📊 Google Sheets API for structured output logging
👤 Who Can Use This?
📈 Accountants and Bookkeepers managing high invoice volumes
🧾 Freelancers or Agencies tracking client payments
🏢 Startup Ops or Founders building internal finance workflows
📬 Anyone looking to automate invoice data entry from Gmail
🎯 Use Cases
📤 Monthly invoice record-keeping
🧾 Payment status verification and follow-ups
📊 Input for dashboards, finance tracking, or audit logs
🔁 Integration with Xero, QuickBooks, or other accounting tools
🔧 Fully Customizable
You can easily extend this workflow by:
🧩 Adding webhook triggers from Stripe or Razorpay
📧 Sending alerts to Telegram or Slack when a high-value invoice arrives
📑 Pushing parsed PDFs to Google Drive for archival
📤 Connecting the sheet to reporting tools like Google Data Studio
