{"workflow":{"id":13092,"name":"Convert emailed timesheets into QuickBooks invoices with OCR, AI, Gmail and Sheets","views":73,"recentViews":0,"totalViews":73,"createdAt":"2026-01-29T10:20:51.795Z","description":"##   AI-Powered Timesheet → Invoice Automation (Gmail + OCR + AI + Google Sheets + QuickBooks) \n\n> **Note:** This workflow uses **sticky notes extensively** to document each logical section of the automation. Sticky notes are mandatory and already included to explain OCR, AI parsing, folder logic, duplicate handling, and QuickBooks steps.\n\nThis workflow automates the full lifecycle of timesheet-based invoicing — from emailed timesheets to structured Google Sheets records and finalized invoices in QuickBooks Online.\n\nIt is designed for real-world billing scenarios, including split weeks across months, zero-hour months, duplicate prevention, and first-week-of-year edge cases.\n\n---\n\n##  What This Workflow Does\n\n- Listens to Gmail for timesheet emails with attachments  \n- Splits and processes each attachment independently  \n- Extracts text using OCR (no hardcoded API keys)  \n- Uses AI to parse **month-wise billable hours**  \n- Correctly splits weeks spanning multiple months  \n- Looks up Customer and PO details from Google Sheets  \n- Organizes files in **Client → Employee → Year** folders in Google Drive  \n- Reuses existing invoice sheets or creates new ones  \n- Prevents duplicate invoice rows  \n- Automatically finds or creates customers in QuickBooks  \n- Creates invoices in QuickBooks using validated data  \n\n---\n\n##  High-Level Workflow Stages\n\n1. Gmail Intake and Attachment Loop  \n2. OCR Text Extraction  \n3. AI-Based Timesheet Parsing  \n4. Month Normalization and Validation  \n5. Customer & PO Lookup  \n6. Drive Folder Discovery and Creation  \n7. Invoice Sheet Reuse or Creation  \n8. Duplicate and Edge-Case Handling  \n9. Append Invoice Rows to Google Sheets  \n10. Create / Update Customers in QuickBooks  \n11. Create Invoices in QuickBooks  \n\nEach of these stages is clearly documented with **sticky notes inside the workflow canvas**.\n\n---\n\n##  Quick Setup Instructions\n\n1. Import the workflow JSON into your n8n instance  \n2. Configure credentials for:\n   - Gmail  \n   - Google Drive  \n   - Google Sheets  \n   - OpenAI or Google Gemini  \n   - QuickBooks Online  \n3. Verify the OCR HTTP node:\n   - Default URL: `https://universal-file-to-text-extractor.vercel.app/extract`\n   -  No hardcoded API keys are used  \n4. Configure **Get Customer Info From PO Sheet**:\n   - Spreadsheet ID  \n   - Sheet name and column mappings  \n5. Ensure the **Client Invoices** root folder exists in Google Drive  \n6. Send a test timesheet email  \n7. Execute the workflow once manually  \n8. Activate the workflow  \n\n---\n\n##  Who This Workflow Is For\n\n- Agencies and consultancies billing from emailed timesheets  \n- Finance and operations teams using Google Workspace + QuickBooks  \n- Staffing firms with monthly or bi-weekly contractor billing  \n- Teams that want a fully auditable, zero-manual invoice process  \n\n---\n\n##  Requirements\n\n- n8n instance  \n- Gmail account receiving timesheet emails  \n- Google Drive and Google Sheets  \n- OpenAI or Google Gemini API  \n- OCR API endpoint (configurable)  \n- QuickBooks Online account  \n- Customer PO Google Sheet containing:\n  - Email  \n  - Customer Name  \n  - Company Name  \n  - Customer Account Number  \n  - PO Number  \n  - Item  \n  - Folder Name  \n  - Invoice range  \n  - Due Date Calculation  \n\n---\n\n##  How It Works (Detailed)\n\n### 1. Email Intake and Attachment Loop\n\n- Gmail Trigger polls for timesheet emails  \n- Attachments are split so each file is processed independently  \n- Sticky notes explain the intake and loop logic  \n\n---\n\n### 2. OCR Extraction\n\n- Each attachment is sent to the OCR API  \n- PDFs and images are converted to plain text  \n- OCR logic is documented via sticky notes  \n\n---\n\n### 3. AI Timesheet Parsing (Month-Wise)\n\n- AI extracts data **only** from BILLABLE HOURS sections  \n- Outputs strict JSON:\n  - Employee Name  \n  - Client Name  \n  - Month  \n  - Year  \n  - Week Start Date  \n  - Week End Date  \n  - Total Billable Hours  \n\n**Special handling included:**\n- Split weeks across months  \n- Zero-hour months still included  \n- No guessed or inferred dates  \n\n---\n\n### 4. Month Normalization and Validation\n\n- AI output is normalized into a month array  \n- Each month is processed independently  \n- Invalid or zero-hour entries are skipped  \n\n---\n\n### 5. Customer and PO Lookup\n\n- Sender email is matched in the PO sheet  \n- Retrieved values drive:\n  - Folder structure  \n  - Invoice logic  \n  - Due date calculation  \n\n---\n\n### 6. Google Drive Folder Structure\n\nThe workflow enforces a strict hierarchy:\n\nClient Invoices\n└── Client\n└── Employee\n└── Year\n\n\nMissing folders are created automatically.\n\n---\n\n### 7. Invoice Sheet Naming and Search\n\n- Sheet names are generated using:\n  - Employee Name  \n  - Month  \n  - Year  \n- Existing sheets are reused when found  \n- Supports monthly and 15-day billing cycles  \n\n---\n\n### 8. Duplicate Prevention and Edge Cases\n\n- Duplicate invoice rows are detected and skipped  \n- January first-week edge case is handled explicitly  \n- Safe re-runs are supported  \n\n---\n\n### 9. Google Sheets Invoice Rows\n\nEach appended row includes:\n\n- Customer Account Number  \n- Invoice Date  \n- Due Date  \n- PO Number  \n- Item Name  \n- Quantity (Total Hours)  \n- Period description  \n\n---\n\n### 10. QuickBooks Integration\n\n- Searches for existing customers in QuickBooks  \n- Creates customers automatically if missing  \n- Creates invoices using:\n  - Customer reference  \n  - Item  \n  - Quantity  \n  - Invoice date  \n  - Due date  \n\nAll QuickBooks logic is documented with sticky notes.\n\n---\n\n##  How To Customize\n\n- Swap AI model (OpenAI ↔ Gemini)  \n- Extend prompts to extract:\n  - Project  \n  - Cost center  \n  - Approval status  \n- Add tax codes, currency, or unit pricing  \n- Modify folder naming rules  \n- Insert approval steps before invoice creation  \n\n---\n\n##  Common Use Cases\n\n- Monthly contractor invoicing  \n- Agency billing across multiple clients  \n- Finance automation with audit-ready records  \n- Eliminating manual timesheet-to-invoice work  \n\n---\n\n##  Troubleshooting\n\n| Issue | Likely Cause |\n|------|-------------|\n| No invoices created | Gmail filter mismatch or email already read |\n| OCR output empty | Unsupported file or OCR endpoint issue |\n| Wrong month split | Review AI prompt and month logic |\n| Duplicate rows | Duplicate detection conditions |\n| Invoice missing in QuickBooks | Customer or item configuration issue |\n\n---\n\n##  Notes on Community Guidelines\n\n-  Sticky notes are used throughout the workflow  \n-  No hardcoded API keys are present  \n-  Markdown is used (no HTML tags)  \n-  This workflow is original and not copied  \n\n---\n\n##  Need Help or Customization?\n\n**Digital Biz Tech** can help tailor this workflow to your business.\n\nWe offer **free setup support**, including credential configuration and deployment.\n\nContact: [rajeet.nair@digitalbiz.tech](mailto:rajeet.nair@digitalbiz.tech)  \nWebsite: [https://www.digitalbiz.tech](https://www.digitalbiz.tech)  \nLinkedIn: [https://www.linkedin.com/company/digital-biz-tech/](https://www.linkedin.com/company/digital-biz-tech/)  \nYou can also DM us on LinkedIn for any help.\n \n\nYou can also DM us on 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dbt"}},"typeVersion":3,"alwaysOutputData":true},{"id":"64a8e2e8-20ec-406c-8ec9-d656239be9a0","name":"Check if Year Folder Exists","type":"n8n-nodes-base.if","position":[-1648,912],"parameters":{"options":{},"conditions":{"options":{"version":2,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"daebe4a7-edcf-4902-a5d7-6c6b4ad995c8","operator":{"type":"string","operation":"exists","singleValue":true},"leftValue":"={{ $json.id }}","rightValue":""}]},"looseTypeValidation":"={{ false }}"},"typeVersion":2.2},{"id":"d61eefea-4d26-4e1f-b728-f497088fa9bb","name":"Create Current Year Folder","type":"n8n-nodes-base.googleDrive","position":[-1488,1104],"parameters":{"name":"={{ $('Map Timesheet Fields').item.json.Year }}","driveId":{"__rl":true,"mode":"list","value":"My Drive"},"options":{},"folderId":{"__rl":true,"mode":"id","value":"={{ $('Search: folder name').item.json.id  }}"},"resource":"folder"},"credentials":{"googleDriveOAuth2Api":{"id":"xS6kSuLaEkasxHtm","name":"Google Drive account 6 rn dbt"}},"typeVersion":3},{"id":"5ab2c35e-ee0c-41b7-9ed3-419e97eb9373","name":"Create Employee Name Folder","type":"n8n-nodes-base.googleDrive","position":[-2192,1088],"parameters":{"name":"={{ $('Map Timesheet Fields').item.json['Employee Name'] }}","driveId":{"__rl":true,"mode":"list","value":"My Drive"},"options":{},"folderId":{"__rl":true,"mode":"id","value":"={{ $('Search: Client Invoices Folder').item.json.id }}"},"resource":"folder"},"credentials":{"googleDriveOAuth2Api":{"id":"xS6kSuLaEkasxHtm","name":"Google Drive account 6 rn dbt"}},"typeVersion":3},{"id":"a061431a-a11f-4f4a-a4a1-30efbca9a210","name":"Google Drive","type":"n8n-nodes-base.googleDrive","position":[-1328,896],"parameters":{"filter":{"driveId":{"mode":"list","value":"My Drive"},"folderId":{"__rl":true,"mode":"id","value":"={{ $json.id }}"}},"options":{},"resource":"fileFolder","returnAll":true,"queryString":"={{ $('Create Sheet Name + Invoice Date').all()[0].json['Sheet Name']}}"},"credentials":{"googleDriveOAuth2Api":{"id":"xS6kSuLaEkasxHtm","name":"Google Drive account 6 rn dbt"}},"typeVersion":3,"alwaysOutputData":true},{"id":"a41d897b-d740-4ab7-93c5-7b70670fe053","name":"Get Customer Info From PO Sheet","type":"n8n-nodes-base.googleSheets","position":[-3104,976],"parameters":{"options":{},"filtersUI":{"values":[{"lookupValue":"={{ $('Gmail Trigger').item.json.from.value[0].address }}","lookupColumn":"Email"}]},"sheetName":{"__rl":true,"mode":"list","value":"gid=0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/11iUiyjpjaz6pNtSSncU3hwPvBzI5y2Gp8Tvuamjkd98/edit#gid=0","cachedResultName":"Sheet1"},"documentId":{"__rl":true,"mode":"url","value":"="}},"credentials":{"googleSheetsOAuth2Api":{"id":"LQLGajPqQsn4hG8L","name":"Google Sheets account 10"}},"typeVersion":4.5,"alwaysOutputData":true},{"id":"98b4e74d-201a-4ef0-a3fd-04cfb33dc04f","name":"Create  Folder Name","type":"n8n-nodes-base.googleDrive","position":[-2000,1088],"parameters":{"name":"={{ $('Get Customer Info From PO Sheet').item.json['Folder Name']}}","driveId":{"__rl":true,"mode":"list","value":"My Drive"},"options":{},"folderId":{"__rl":true,"mode":"id","value":"={{ $json.id }}"},"resource":"folder"},"credentials":{"googleDriveOAuth2Api":{"id":"xS6kSuLaEkasxHtm","name":"Google Drive account 6 rn dbt"}},"typeVersion":3,"alwaysOutputData":true},{"id":"ccaf9ebe-7669-4e85-b6f7-aa71f80e2f04","name":"Create: Year Folder","type":"n8n-nodes-base.googleDrive","position":[-1808,1088],"parameters":{"name":"={{ $('Map Timesheet Fields').item.json.Year }}","driveId":{"__rl":true,"mode":"list","value":"My Drive"},"options":{},"folderId":{"__rl":true,"mode":"id","value":"={{ $json.id }}"},"resource":"folder"},"credentials":{"googleDriveOAuth2Api":{"id":"xS6kSuLaEkasxHtm","name":"Google Drive account 6 rn dbt"}},"typeVersion":3,"alwaysOutputData":true},{"id":"5247b9d6-2020-43cc-8aab-2841b46959ac","name":"Prepare Month array","type":"n8n-nodes-base.set","position":[-4720,1008],"parameters":{"options":{"ignoreConversionErrors":true},"assignments":{"assignments":[{"id":"6a337e56-3cd4-46c4-aeb9-a9273bd34a3e","name":"months","type":"array","value":"={{ JSON.stringify([ $json.output.parseJson().month1, $json.output.parseJson().month2 ]) }}"},{"id":"3d2cb537-6a4c-4ed1-b8cc-8b1d02af794d","name":"Target month1","type":"string","value":"={{ $json.output.parseJson().month1['Week Starting Date'].split(\"/\")[0] }}\n"}]}},"typeVersion":3.4},{"id":"96f8a4a0-74f0-4560-8715-ca8e65d24cee","name":"Gmail Trigger","type":"n8n-nodes-base.gmailTrigger","position":[-6208,976],"parameters":{"simple":false,"filters":{"q":"=has:attachment (subject:\"Casper timesheet\" OR subject:\"Timesheets\")\n\n","readStatus":"read"},"options":{"downloadAttachments":true},"pollTimes":{"item":[{"mode":"everyMinute"}]}},"credentials":{"gmailOAuth2":{"id":"GjmgJcRU3g4v3mEv","name":"Gmail account 5"}},"typeVersion":1.2},{"id":"d37d5a91-7b2d-4413-93f2-40d38ebb1ea7","name":"Wait","type":"n8n-nodes-base.wait","position":[-5600,992],"webhookId":"7bbe4025-cd13-4ac9-8c02-4eeb10699ab2","parameters":{"amount":3},"typeVersion":1.1},{"id":"086786c5-2c56-4825-b13d-ec21e1bfe27f","name":"Extract Text ","type":"n8n-nodes-base.httpRequest","position":[-5408,992],"parameters":{"url":"https://universal-file-to-text-extractor.vercel.app/extract","method":"POST","options":{},"sendBody":true,"contentType":"multipart-form-data","bodyParameters":{"parameters":[{"name":"mode","value":"single"},{"name":"output_type","value":"text"},{"name":"files","parameterType":"formBinaryData","inputDataFieldName":"={{ Object.keys($binary)[0] }}"}]}},"typeVersion":4.2},{"id":"fbc92283-dbe1-41bb-8b2f-3425269c21c9","name":"Skip January First Time","type":"n8n-nodes-base.if","position":[-640,656],"parameters":{"options":{},"conditions":{"options":{"version":2,"leftValue":"","caseSensitive":true,"typeValidation":"loose"},"combinator":"and","conditions":[{"id":"e01b225a-7c1a-499d-9fbd-ad7e61de8af1","operator":{"type":"number","operation":"equals"},"leftValue":"={{ parseInt($json[\"Invoice Date\"].split(\"-\")[0].trim()) }}\n","rightValue":"=1"}]},"looseTypeValidation":true},"typeVersion":2.2},{"id":"f937eb18-5d75-4eab-82b3-234a9e3e4191","name":"Delete Exiting Row","type":"n8n-nodes-base.googleSheets","position":[-448,640],"parameters":{"operation":"delete","sheetName":{"__rl":true,"mode":"name","value":"Sheet1"},"documentId":{"__rl":true,"mode":"id","value":"={{ $('If- File is Exist').item.json.id }}"}},"credentials":{"googleSheetsOAuth2Api":{"id":"LQLGajPqQsn4hG8L","name":"Google Sheets account 10"}},"typeVersion":4.5},{"id":"2ae397aa-f08d-47f7-8a85-f4f3a5302f43","name":"OpenAI Chat Model1","type":"@n8n/n8n-nodes-langchain.lmChatOpenAi","position":[-5408,1280],"parameters":{"model":{"__rl":true,"mode":"list","value":"gpt-4","cachedResultName":"gpt-4"},"options":{}},"typeVersion":1.2},{"id":"ef7c089b-bfc0-408d-b02a-9561c70c01c4","name":"AI Agent","type":"@n8n/n8n-nodes-langchain.agent","position":[-5120,1008],"parameters":{"text":"=Extract data **only** from the BILLABLE HOURS or DAYS section.\n\nIgnore:\n- “Period Ending”, signature dates, headers, or footers\n- NON-BILLABLE, HOLIDAY, LEAVE, or any other unrelated sections\n\n- extract billable hours data and working hours **month by month**, with the following fields:\n\nFor each month found in the BILLABLE HOURS row, return:\n- \"month\": Full month name (e.g., July)\n- \"year\": 4-digit year\n- \"Week Starting Date\": First date in that month from the BILLABLE HOURS row (even if hours = 0), format: MM/DD/YYYY\n- \"Week Ending Date\": Last date in that month from the BILLABLE HOURS row (even if hours = 0), format: MM/DD/YYYY\n- \"Total Hours\": Sum of billable hours for that month (use only the “Total Billable hours/days” row)\n\nSpecial Handling for Split Weeks:\n- If a week includes dates across two months (e.g., Jun-30 to Jul-6), split them by month.\n- Each month should contain **only its own dates and billable hours**.\n\n Do not skip a month just because hours are 0 — still include the correct week start/end dates and `\"Total Hours\": 0`.\n\n Do not guess or assume any dates not clearly listed in the BILLABLE HOURS section.\n\n---\n\nExample:\nIf the BILLABLE HOURS row shows:  \n`Jun-30 Jul-1 Jul-2 Jul-3 Jul-4 Jul-5 Jul-6`  \nAnd only Jun-30 has hours:\n\nReturn:\n\n{\n  \"Employee Name\": \"Ravi Katta\",\n \"Manager Name\": \"\",\n \"Client\": \"\",\n  \"month1\": {\n    \"month\": \"June\",\n    \"year\": 2025,\n    \"Week Starting Date\": \"06/30/2025\",\n    \"Week Ending Date\": \"06/30/2025\",\n    \"Total Hours\": \n  },\n  \"month2\": {\n    \"month\": \"July\",\n    \"year\": 2025,\n    \"Week Starting Date\": \"07/01/2025\",\n    \"Week Ending Date\": \"07/06/2025\",\n    \"Total Hours\": \n  }\n}\n\nRemember this most importantly, Return only valid JSON. Do not wrap the JSON in markdown code fences (no ```json) or no use of ``` in the output.\n\n{{ $json.data[0].text }}","options":{},"promptType":"define"},"typeVersion":1.9},{"id":"7c696a0c-e31d-4531-b9c4-3d02d2127d3c","name":"Google Gemini Chat Model","type":"@n8n/n8n-nodes-langchain.lmChatGoogleGemini","position":[-5136,1264],"parameters":{"options":{"temperature":0.2}},"credentials":{"googlePalmApi":{"id":"B9ddrzjSHIWASzvB","name":"Google Gemini(PaLM) Api account 2"}},"typeVersion":1},{"id":"0e4a28e4-5647-4aaf-b361-45378123a7a5","name":" Sheets: Append Row1","type":"n8n-nodes-base.googleSheets","position":[96,96],"parameters":{"columns":{"value":{"Due Date":"={{ $('Create Sheet Name + Invoice Date').all()[0].json['last date of current month'].trim().toDateTime().plus($('Get Customer Info From PO Sheet').all()[0].json['Due Date Calculation'],'days').format('MM-dd-yyyy') }}","Quantity":"={{ $('Loop Over Items').item.json['Total Hours']}}","Item Name":"={{ $('Get Customer Info From PO Sheet').item.json.Item }}","PO Number":"={{ $('Get Customer Info From PO Sheet').item.json['PO Number'] }}","Invoice Date":"={{ $('Create Sheet Name + Invoice Date').all()[0].json['last date of current month'].toDateTime().format('MM-dd-yyyy') }}","Quantity Column":"Hours","Item Column Title":"Items","Customer Account Number":"={{ $('Get Customer Info From PO Sheet').item.json['Customer Account Number'] }}"},"schema":[{"id":"Customer Account Number","type":"string","display":true,"removed":false,"required":false,"displayName":"Customer Account Number","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Invoice Date","type":"string","display":true,"removed":false,"required":false,"displayName":"Invoice Date","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Due Date","type":"string","display":true,"removed":false,"required":false,"displayName":"Due Date","defaultMatch":false,"canBeUsedToMatch":true},{"id":"PO Number","type":"string","display":true,"removed":false,"required":false,"displayName":"PO Number","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Item Column Title","type":"string","display":true,"removed":false,"required":false,"displayName":"Item Column Title","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Quantity Column","type":"string","display":true,"removed":false,"required":false,"displayName":"Quantity Column","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Item Name","type":"string","display":true,"removed":false,"required":false,"displayName":"Item Name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Quantity","type":"string","display":true,"removed":false,"required":false,"displayName":"Quantity","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Unit Price","type":"string","display":true,"removed":false,"required":false,"displayName":"Unit Price","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Decription","type":"string","display":true,"removed":false,"required":false,"displayName":"Decription","defaultMatch":false,"canBeUsedToMatch":true}],"mappingMode":"defineBelow","matchingColumns":[],"attemptToConvertTypes":false,"convertFieldsToString":false},"options":{},"operation":"append","sheetName":{"__rl":true,"mode":"name","value":"Sheet1"},"documentId":{"__rl":true,"mode":"id","value":"={{ $json.id ||$('If- File is Exist').item.json.id }}"}},"credentials":{"googleSheetsOAuth2Api":{"id":"LQLGajPqQsn4hG8L","name":"Google Sheets account 10"}},"typeVersion":4.5,"alwaysOutputData":false},{"id":"667a45ae-b9c7-40f5-8521-524267e29ccd","name":"Sticky Note","type":"n8n-nodes-base.stickyNote","position":[-5488,848],"parameters":{"color":7,"width":272,"height":304,"content":"## OCR extraction\nSends each attachment to the OCR API and returns plain text. This turns PDFs and images into machine readable text before AI parsing.\n"},"typeVersion":1},{"id":"2b5a9a12-f3c4-4215-8eb2-040b60735ad6","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[-960,880],"parameters":{"color":7,"width":512,"height":320,"content":"## Build invoice dates\nCalculates the invoice date and due date using the timesheet's week end date and PO due date rules. Outputs clean fields used to name and populate the invoice sheet.\n"},"typeVersion":1},{"id":"4c4eb027-fc39-4092-88f9-127a70dc1a35","name":"Sticky Note2","type":"n8n-nodes-base.stickyNote","position":[-1584,1040],"parameters":{"color":7,"width":304,"height":224,"content":"## create new year folder"},"typeVersion":1},{"id":"96c97c10-93c6-40ad-95a2-8577fad99708","name":"Sticky Note5","type":"n8n-nodes-base.stickyNote","position":[-4752,864],"parameters":{"color":7,"width":400,"height":336,"content":"## normalize and extract timesheet month\nPrepare Month array and extract month number and split based on month\n\n"},"typeVersion":1},{"id":"8b01a523-8db2-423c-9552-2db9864b0f75","name":"Sticky Note6","type":"n8n-nodes-base.stickyNote","position":[-6256,864],"parameters":{"color":7,"width":624,"height":320,"content":"## Email intake and loop\nListens to Gmail for unread timesheet emails, splits all attachments, and processes each one in a loop so multiple timesheets in the same email are handled independently.\n"},"typeVersion":1},{"id":"659bc6b3-b974-422b-9da3-db6b9bb1cfda","name":"Sticky Note7","type":"n8n-nodes-base.stickyNote","position":[-7408,304],"parameters":{"width":976,"height":992,"content":"## How it works\n\nThe workflow automates extracting timesheet data, organizing files, and syncing invoices to QuickBooks.\n\n1. Text extraction\nSplits attachments and sends them to an OCR API to convert PDFs or images into raw text.\n\n2. AI parsing\nGoogle Gemini analyzes the text to extract:\nEmployee and Client names\nTotal billable hours\nWeek start and end dates\nLogic to split weeks spanning two months\n\n3. Data lookup\nReferences your Customer POs Sheet to retrieve:\nPO and Account numbers\nItem details\nInvoice due date rules\n\n4. Drive folder logic\nLocates or creates a strict hierarchy inside 01-ClientInvoices:\nClient folder\nEmployee folder\nYear folder\n\n5. Sheet handling\nValidates data against existing records to prevent duplicates.\nAppends rows to existing monthly sheets, or\nCreates, names, and moves new sheets if necessary.\n\n6. QuickBooks sync\nFinalizes the process by:\nFinding or creating the Customer profile\nGenerating the Invoice with mapped fields\n\n## Setup steps\n\nConnect Drive, Sheets, Gmail, QuickBooks, and Gemini.\n\nUpdate the Master Sheet ID.\n\nCreate the 01-ClientInvoices root folder.\n\nVerify the OCR API URL.\n\nTest the duplicate check logic.\n"},"typeVersion":1},{"id":"5e8281df-c3d9-4b6e-8ae2-ce62a29494a7","name":"Sticky Note8","type":"n8n-nodes-base.stickyNote","position":[-3200,784],"parameters":{"color":7,"width":304,"height":352,"content":"## Customer and PO lookup\nLooks up the sender in the Customer POs sheet and pulls account number, PO number, item name, folder name, invoice range, and due date offset that drive the invoice logic.\n"},"typeVersion":1},{"id":"1dba7598-ddb3-4042-9ac1-8aceacb63082","name":"Sticky Note9","type":"n8n-nodes-base.stickyNote","position":[-5184,848],"parameters":{"color":7,"width":352,"height":304,"content":"## AI timesheet parsing\nOpenAI reads the timesheet text and extracts employee name, client name, week start and end dates, total hours, and current year into clean JSON fields for later use.\n"},"typeVersion":1},{"id":"42f7105c-2a3c-45d8-8c5c-5ba5f65715b9","name":"Sticky Note10","type":"n8n-nodes-base.stickyNote","position":[-2864,800],"parameters":{"color":7,"width":384,"height":336,"content":"## Client folder discovery\nSearch Client Invoices folder, finds or creates the client level folder based on the timesheet client name and PO configuration.\n"},"typeVersion":1},{"id":"df6ef1e4-208d-405c-a24e-a23ef85bddfd","name":"Sticky Note11","type":"n8n-nodes-base.stickyNote","position":[-2256,656],"parameters":{"color":7,"width":592,"height":272,"content":"## ## File naming and search\n searches Drive for existing sheets with the employee and if it exist get that year's folder"},"typeVersion":1},{"id":"8fb091c3-7411-46a9-a8c8-d224868e0626","name":"Sticky Note12","type":"n8n-nodes-base.stickyNote","position":[-2224,1008],"parameters":{"color":7,"width":528,"height":224,"content":"## Create new \ncreate new client name, employee and year named folder\n"},"typeVersion":1},{"id":"fc930765-6cc7-4f8b-b765-4bd6bff0c615","name":"Sticky Note14","type":"n8n-nodes-base.stickyNote","position":[-912,512],"parameters":{"color":7,"width":432,"height":304,"content":"## check for duplicate and  Skip January First Time  (first week of the year)\n\n"},"typeVersion":1},{"id":"30152731-a8f7-4e47-a20a-f137292d4b1e","name":"Sticky Note15","type":"n8n-nodes-base.stickyNote","position":[-496,176],"parameters":{"color":7,"width":272,"height":288,"content":"## skip if duplicate is found \n"},"typeVersion":1},{"id":"b49aa34b-7bfb-485b-9a27-804fcf2df6ba","name":"Sticky Note16","type":"n8n-nodes-base.stickyNote","position":[0,0],"parameters":{"color":7,"width":272,"height":288,"content":"## add extracted data to sheets\n"},"typeVersion":1},{"id":"de96bd29-001c-4246-9de0-582591cbdc05","name":"Sticky Note17","type":"n8n-nodes-base.stickyNote","position":[-368,880],"parameters":{"color":7,"width":304,"height":288,"content":"## add extracted data to sheets\n"},"typeVersion":1},{"id":"4be99b7f-8240-4bfd-b8dc-123a02acf23e","name":"Sticky Note19","type":"n8n-nodes-base.stickyNote","position":[480,400],"parameters":{"color":7,"height":336,"content":"## get data from sheets\nextracted data  from sheets\n"},"typeVersion":1},{"id":"b0438dc1-aff9-41ba-b5bb-2109eddbade9","name":"Sticky Note20","type":"n8n-nodes-base.stickyNote","position":[736,400],"parameters":{"color":7,"height":368,"content":"## quickbooks customer info \nfrom quickbooks find customer info that match customer name in sheets\n"},"typeVersion":1},{"id":"e372d633-d563-49b2-b3d5-1e3124d47ff1","name":"Sticky Note21","type":"n8n-nodes-base.stickyNote","position":[1024,400],"parameters":{"color":7,"width":304,"height":384,"content":"## check if customer exists\n\nif exists continue else add new customer  info\n"},"typeVersion":1},{"id":"3999e083-c5aa-4137-9de9-548600dccd8b","name":"Sticky Note22","type":"n8n-nodes-base.stickyNote","position":[1360,400],"parameters":{"color":7,"width":304,"height":384,"content":"## add data into Quickbooks\nadd data from sheets into Quickbooks invoice "},"typeVersion":1},{"id":"886452e2-7474-43ff-9ae4-dedaffd60096","name":"Sticky Note3","type":"n8n-nodes-base.stickyNote","position":[-4032,832],"parameters":{"color":7,"width":784,"height":384,"content":"## check occurrence than map the data\ncheck  If: First Time This Month? and than map the extracted data   and create sheet +invoice date\n"},"typeVersion":1},{"id":"4f92a871-716d-4247-be9f-d30f1f80c56f","name":"If: First Time This 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