Automate invoice processing with Gmail, OCR.space, Slack & Xero
**How It Works**
1. **Trigger**: Watches for new emails in Gmail with PDF/image attachments.
2. **OCR**: Sends the attachment to OCR.space API (https://ocr.space/OCRAPI) to extract invoice text.
3. **Parsing**: Extracts key fields:
- Vendor
- Invoice number
- Amount
- Currency
- Invoice date
- Due date
- Description
4. **Validation Logic**:
- Checks if amount is valid
- Ensures vendor and invoice number are present
- Flags high-value invoices (e.g., over $10,000)
5. **Routing**:
- If invalid:
- Sends a Slack message highlighting issues
- Labels email as **Rejected**
- If valid:
- Logs the invoice into Google Sheets
- Sends a Slack message to the finance team for approval
- After approval, creates a draft invoice in Xero
- Labels the email as **Processed** in Gmail
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**Set up steps**
• Estimated setup time: 45-60 mins
• You’ll need connected credentials for Gmail, Slack, Google Sheets, and Xero
• Replace the default API key for OCR.space with your own (in the HTTP Request node)
• Update Slack channel IDs and label IDs to match your workspace
• Adjust invoice validation rules as needed (e.g. currency, red flag conditions)
All detailed explanations and field mappings are provided in sticky notes within the workflow.
