{"workflow":{"id":11761,"name":"Categorize Airtable invoices with OpenAI and TOON token optimization","views":10,"recentViews":0,"totalViews":10,"createdAt":"2025-12-13T12:57:02.072Z","description":"\n> ⚠️ **Notice:**  \n> This workflow uses the **CustomJS JSON to TOON node** from [CustomJS](https://www.customjs.space/integration/n8n/json-toon-converter), which requires a self-hosted n8n instance and a CustomJS API key.\n\n---\n![Categorizing Invoices With TOON.png](fileId:4012)\n\nThis workflow demonstrates how to **automatically categorize invoices from Airtable using OpenAI**, while **significantly reducing token usage** by converting structured data into **TOON (Token-Optimized Object Notation)** before sending it to the LLM.\n\nInstead of passing large, nested JSON payloads (clients, invoices, invoice items) directly to OpenAI, the workflow converts the data into TOON, lets the AI focus purely on **semantic classification**, and then converts the result back into clean JSON that can safely be written back to Airtable.\n\nThe result is a **reliable, cost-efficient, and production-ready invoice categorization pipeline**.\n\n---\n\n## Why This Workflow?\n\nCategorizing invoices based on free-text invoice items is a perfect AI use case — but sending raw JSON to LLMs is:\n\n- expensive  \n- slow  \n- error-prone (broken JSON, hallucinated fields)\n\nThis workflow applies the **TOON pattern**, reducing token usage by **40–60%**, while ensuring the AI only returns **exactly the data you expect**.\n\nThe LLM never sees raw JSON syntax — only a compact, schema-preserving representation.\n\n---\n\n## What This Workflow Does\n\n- Fetches **Invoices**, **Invoice Items**, and **Clients** from Airtable  \n- Aggregates invoice items per invoice  \n- Converts the structured data into **TOON**  \n- Uses OpenAI to **assign exactly one category per invoice**  \n- Converts the AI result back into JSON  \n- Writes the category back to Airtable  \n\nAll without manual intervention.\n\n---\n\n## Key Features\n\n- **AI-based Invoice Categorization**  \n  Automatically classify invoices (e.g. `web_development`, `system_administration`)\n\n- **TOON Token Optimization**  \n  Reduce OpenAI token usage by **40–60%**\n\n- **Schema Safety**  \n  AI never breaks your JSON structure\n\n- **Deterministic Output**  \n  One category per invoice, enforced by prompt design\n\n- **Airtable-Native**  \n  Reads from and writes directly back to Airtable\n\n---\n\n## How It Works\n\n1. **Manual Trigger**  \n   Run the workflow on demand\n\n2. **Load Data from Airtable**  \n   - Fetch ready invoices  \n   - Resolve related clients  \n   - Fetch and aggregate invoice items  \n\n3. **Prepare Structured Context**  \n   Group client, invoice, and invoice items into a single object\n\n4. **JSON → TOON**  \n   Convert structured data into token-efficient TOON\n\n5. **AI Categorization**  \n   - OpenAI receives TOON data  \n   - Assigns exactly one category per invoice  \n   - Returns only TOON (no JSON, no prose)\n\n6. **TOON → JSON**  \n   Convert AI output back into valid JSON\n\n7. **Persist Result**  \n   Update the invoice category field in Airtable","workflow":{"id":"zlC4TinZxwU0uRNb","meta":{"instanceId":"148ba950667ef04d0c16951c0250998ce6284ec0fd24f99df14953aba6dd4949","templateCredsSetupCompleted":true},"name":"TPL","tags":[],"nodes":[{"id":"babf989a-7fd3-4dd1-b451-f3c849722a07","name":"OpenAI Enhancement","type":"@n8n/n8n-nodes-langchain.openAi","position":[2144,1440],"parameters":{"modelId":{"__rl":true,"mode":"list","value":"chatgpt-4o-latest"},"options":{},"responses":{"values":[{"content":"=You are an AI assistant that categorizes invoice items.\n\nTask:\n- Look at the Invoice-Items from the following TOON data:\n{{ $json.toon }}\n\n- Review all invoices and consider the appropriate categories. Assign exactly one category to each invoice item:\n\n- First, structure the result as a JSON array like this:\n[\n  { \"category\": \"web_development\" },\n  { \"category\": \"system_administration\" }\n]\n\n- Then, **convert this JSON array into TOON notation**.\n- Return **only the TOON notation**, do not include quotes, JSON braces, escaped characters, or explanations.\n"}]},"builtInTools":{}},"credentials":{"openAiApi":{"id":"y8U20KUSPQnTowdu","name":"OpenAi account"}},"typeVersion":2.1},{"id":"7f537c67-d5b8-40e5-8212-844ea91c13a7","name":"JSON to TOON","type":"@custom-js/n8n-nodes-pdf-toolkit.jsonToToon","position":[1984,1440],"parameters":{"jsonData":"={{ $json }}"},"credentials":{"customJsApi":{"id":"d0EHxiyZak4WWRfy","name":"CustomJS account"}},"typeVersion":1},{"id":"baf16dab-4b75-4c13-bae6-bb9bd59d802c","name":"When clicking ‘Execute workflow’","type":"n8n-nodes-base.manualTrigger","position":[384,1456],"parameters":{},"typeVersion":1},{"id":"4dd1d8ee-d620-4095-9d3b-5b962f7a17d1","name":"Sticky Note","type":"n8n-nodes-base.stickyNote","position":[-912,848],"parameters":{"width":1120,"height":1776,"content":"# Categorizing invoices with TOON optimization\n\nHere is an example of how you can categorize all \nyour invoices in Airtable, from our [invoice creation example](https://n8n.io/workflows/9772-automatic-invoice-generation-and-email-with-airtable-and-customjs-pdf-generator/):\n\nTo save OpenAI tokens, we convert them into [TOON](https://github.com/toon-format/toon) and back again.\n\n### Setup \n-  This workflow uses the CustomJS JSON to TOON node from [CustomJS](https://www.customjs.space), which requires a self-hosted n8n instance and a CustomJS API key.\n- You will also need an API key for an Airtable table, which you can clone if you like. [Public Airtable Example](https://airtable.com/apphyDa3uYAq0VOMW/shrSe39NZYrqm4gtE)\n![Airtable Screenshot](https://www.beta.customjs.space/images/integration/n8n/InvoiceGeneratorWorkflow.png)\n\n### How it works \n1. **Manual Trigger**  \n   Run the workflow on demand\n\n2. **Load Data from Airtable**  \n   - Fetch ready invoices  \n   - Resolve related clients  \n   - Fetch and aggregate invoice items  \n\n3. **Prepare Structured Context**  \n   Group client, invoice, and invoice items into a single object\n\n4. **JSON → TOON**  \n   Convert structured data into token-efficient TOON\n\n5. **AI Categorization**  \n   - OpenAI receives TOON data  \n   - Assigns exactly one category per invoice  \n   - Returns only TOON (no JSON, no prose)\n\n6. **TOON → JSON**  \n   Convert AI output back into valid JSON\n\n7. **Persist Result**  \n   Update the invoice category field in Airtable\n\n@[youtube](QX6ffaf-uvA)"},"typeVersion":1},{"id":"db143ee8-cab9-49af-97d3-a1b839499058","name":"Get Ready Invoices","type":"n8n-nodes-base.airtable","position":[592,1456],"parameters":{"base":{"__rl":true,"mode":"list","value":"apphyDa3uYAq0VOMW","cachedResultUrl":"https://airtable.com/apphyDa3uYAq0VOMW","cachedResultName":"Custom JS - Invoicing Template"},"table":{"__rl":true,"mode":"list","value":"tblW46vfkwOFQJLMs","cachedResultUrl":"https://airtable.com/apphyDa3uYAq0VOMW/tblW46vfkwOFQJLMs","cachedResultName":"Invoices"},"options":{},"operation":"search"},"credentials":{"airtableTokenApi":{"id":"oaf8jRSVb1u0q72u","name":"Airtable"}},"typeVersion":2.1},{"id":"cc0fabf3-3634-4799-acab-b50a9c0f1459","name":"Get Clients","type":"n8n-nodes-base.airtable","position":[1472,1440],"parameters":{"id":"={{ $('Get Ready Invoices').item.json['Client ID'][0] }}","base":{"__rl":true,"mode":"list","value":"apphyDa3uYAq0VOMW","cachedResultUrl":"https://airtable.com/apphyDa3uYAq0VOMW","cachedResultName":"Custom JS - Invoicing 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ARRAYJOIN({Invoice}))"},"credentials":{"airtableTokenApi":{"id":"oaf8jRSVb1u0q72u","name":"Airtable"}},"typeVersion":2.1},{"id":"c4a6c493-dbee-4ef3-8c02-74a5609f2f4f","name":"Aggregate","type":"n8n-nodes-base.aggregate","position":[1296,1568],"parameters":{"options":{},"aggregate":"aggregateAllItemData","destinationFieldName":"items"},"typeVersion":1},{"id":"9a8696bd-459d-49a9-b848-e68a0c0a6e9c","name":"Loop Over Items","type":"n8n-nodes-base.splitInBatches","position":[800,1456],"parameters":{"options":{}},"typeVersion":3},{"id":"3bbef89f-1f29-4cc9-9bbf-a2cb64022b37","name":"Update record","type":"n8n-nodes-base.airtable","position":[2720,1440],"parameters":{"base":{"__rl":true,"mode":"list","value":"apphyDa3uYAq0VOMW","cachedResultUrl":"https://airtable.com/apphyDa3uYAq0VOMW","cachedResultName":"Custom JS - Invoicing Template"},"table":{"__rl":true,"mode":"list","value":"tblW46vfkwOFQJLMs","cachedResultUrl":"https://airtable.com/apphyDa3uYAq0VOMW/tblW46vfkwOFQJLMs","cachedResultName":"Invoices"},"columns":{"value":{"id":"={{ $('Get Ready Invoices').item.json.id }}","Category":"={{ $json.json.category }}"},"schema":[{"id":"id","type":"string","display":true,"readOnly":true,"required":false,"displayName":"id","defaultMatch":true},{"id":"ID","type":"string","display":true,"removed":true,"readOnly":true,"required":false,"displayName":"ID","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Client ID","type":"array","display":true,"removed":true,"readOnly":false,"required":false,"displayName":"Client ID","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Client Name","type":"string","display":true,"removed":true,"readOnly":true,"required":false,"displayName":"Client Name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Description (from 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API)","type":"string","display":true,"removed":true,"readOnly":true,"required":false,"displayName":"Create Invoice (Airtable API)","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Create Invoice (Get Parameters)","type":"string","display":true,"removed":true,"readOnly":true,"required":false,"displayName":"Create Invoice (Get Parameters)","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Invoice-Items","type":"array","display":true,"removed":true,"readOnly":false,"required":false,"displayName":"Invoice-Items","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Prices (from Invoice-Items)","type":"string","display":true,"removed":true,"readOnly":true,"required":false,"displayName":"Prices (from Invoice-Items)","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Default Hourly Rate (from Client ID)","type":"string","display":true,"removed":true,"readOnly":true,"required":false,"displayName":"Default Hourly Rate (from Client 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Fields","type":"n8n-nodes-base.set","position":[1136,1568],"parameters":{"options":{},"assignments":{"assignments":[{"id":"a95b61df-c10d-43f1-b005-d6d84c6fec47","name":"description","type":"string","value":"={{ $json.Description }}"},{"id":"f290e440-dd5b-46f9-a23b-be419443685b","name":"quantity","type":"string","value":"={{ $json.Hours }}"},{"id":"09688f5f-0461-4c04-988a-2b92da3e595e","name":"unitPrice","type":"string","value":"={{ $json['Custom Hourly Rate'] || $json['Default Hourly Rate'][0]}}"},{"id":"bcdadef7-0f5b-48a3-851b-f7fe5f401fa7","name":"invoiceId","type":"string","value":"={{ $json.ID }}"}]}},"typeVersion":3.4},{"id":"7689029a-47eb-4aa3-b296-cfe4ae9e0d7b","name":"GroupClientAndInvoice","type":"n8n-nodes-base.set","position":[1776,1440],"parameters":{"options":{},"assignments":{"assignments":[{"id":"44c69f01-7e87-4fb9-8ab6-31fc966073a6","name":"clientAndInvoiceData","type":"object","value":"={   \n  \"client\": {{ JSON.stringify($json) }},   \n  \"invoice\": {{ JSON.stringify($('Get Ready Invoices').item.json) }} \n}"}]}},"typeVersion":3.4},{"id":"68528c43-c25e-4941-9e47-e12c65550214","name":"TOON to JSON","type":"@custom-js/n8n-nodes-pdf-toolkit.toonToJson","position":[2432,1440],"parameters":{"toonData":"={{ $json.output[0].content[0].text }}"},"credentials":{"customJsApi":{"id":"d0EHxiyZak4WWRfy","name":"CustomJS account"}},"typeVersion":1},{"id":"0a0c52fb-2716-4a13-a2a7-bf5457744edc","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[320,1376],"parameters":{"color":7,"width":1296,"height":416,"content":"## Collect invoice data from Airtable"},"typeVersion":1},{"id":"f1346b90-3f73-4b36-a52a-06139c7ee7d0","name":"Sticky Note2","type":"n8n-nodes-base.stickyNote","position":[1744,1376],"parameters":{"color":7,"width":832,"height":416,"content":"## Categorizing Invoices"},"typeVersion":1},{"id":"e3650253-bfd2-4307-af75-66015c69e265","name":"Sticky 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