{"workflow":{"id":14180,"name":"Detect duplicate invoice PDFs from Gmail with easybits and Google Sheets","views":9,"recentViews":1,"totalViews":9,"createdAt":"2026-03-19T10:58:45.283Z","description":"## How It Works\nThis workflow automatically detects duplicate invoices from Gmail. Incoming PDF attachments are scanned by the easybits AI Extractor, then checked against the Master Finance File in Google Sheets. Duplicates trigger a Slack alert – new invoices get added to the sheet.\n\n**Flow overview:**\n1. Gmail picks up new emails labeled as invoices (polls every minute)\n2. The PDF attachment is extracted and converted to base64\n3. easybits Extractor reads the document and returns structured data\n4. The invoice number is compared against all existing entries in Google Sheets\n5. If duplicate → Slack DM alert to felix.sattler\n6. If new → Invoice is appended to the Master Finance File\n\n---\n\n## Step-by-Step Setup Guide\n\n### 1. Set Up Your easybits Extractor Pipeline\nBefore connecting this workflow, you need a configured extraction pipeline on easybits.\n\n1. Go to [extractor.easybits.tech](https://extractor.easybits.tech) and click **\"Create a Pipeline\"**.\n2. Fill in the **Pipeline Name** and **Description** – describe the type of document you're processing (e.g. \"Invoice / Receipt\").\n3. Upload a **sample receipt or invoice** as your reference document.\n4. Click **\"Map Fields\"** and define the following fields to extract:\n   - `invoice_number` (String) – Unique identifier of the invoice, e.g. IN-2026-0022514\n   - `total_amount` (Number) – Total amount due on the invoice, e.g. 149.99\n5. Click **\"Save & Test Pipeline\"** in the Test tab to verify the extraction works correctly.\n6. Go to **Pipeline Details → View Pipeline** and copy your **Pipeline ID** and **API Key**.\n\n---\n\n### 2. Connect the easybits Node in n8n\n1. Open the **HTTP Request** node in the workflow.\n2. Replace the Pipeline ID in the URL with your own.\n3. Set up a **Bearer Auth** credential with your API Key.\n\n> The node sends the PDF to your pipeline and receives the extracted fields back under `json.data`.\n\n---\n\n### 3. Connect Gmail\n1. Open the **Gmail Trigger** node.\n2. Connect your Gmail account via OAuth2.\n3. Create a label called **invoice** in Gmail (or use your preferred label).\n4. Update the label filter in the node to match your label.\n5. Make sure **Download Attachments** is enabled under Options.\n\n> The trigger polls every minute for new emails matching the label.\n\n---\n\n### 4. Connect Google Sheets\n1. Open the **Check Google Sheets** and **Add to Master List** nodes.\n2. Connect your Google Sheets account via OAuth2.\n3. Select your target spreadsheet (Master Finance File) and sheet.\n4. Make sure your sheet has at least these columns: **Invoice Number** and **Final Amount (EUR)**.\n\n---\n\n### 5. Connect Slack\n1. Go to [api.slack.com/apps](https://api.slack.com/apps) and create a new Slack App.\n2. Under **OAuth & Permissions**, add these Bot Token Scopes: `chat:write`, `chat:write.public`, `channels:read`, `groups:read`, `users:read`, `users.profile:read`.\n3. Install the app to your workspace via **Settings → Install App**.\n4. Copy the **Bot User OAuth Token** and add it as a **Slack API** credential in n8n.\n5. Open the **Slack: Alert Finance** node and select the user or channel to receive duplicate alerts.\n\n---\n\n### 6. Activate the Workflow\n1. Click the **\"Active\"** toggle in the top-right corner of n8n to enable the workflow.\n2. Label an email with an invoice attachment as **invoice** in Gmail to test it end to end.\n3. Check your Google Sheet – a new row with the invoice number and amount should appear.\n4. Send the same invoice again – you should receive a Slack DM alerting you to the duplicate.","workflow":{"meta":{"templateCredsSetupCompleted":false},"name":"Invoice Duplicate Checker v2","tags":[],"nodes":[{"id":"4477bb85-84c0-41a0-a05c-6b3bac0698f3","name":"Check Google Sheets","type":"n8n-nodes-base.googleSheets","position":[-528,112],"parameters":{"options":{},"sheetName":{"__rl":true,"mode":"list","value":"gid=0","cachedResultName":"Sheet1"},"documentId":{"__rl":true,"mode":"list","value":"","cachedResultName":"Master Finance File"}},"typeVersion":4,"alwaysOutputData":true},{"id":"51fa97a3-3b7f-42ea-9ead-4a5a9e239803","name":"Already Exists?","type":"n8n-nodes-base.if","position":[-208,112],"parameters":{"conditions":{"string":[{"value1":"={{ $json.duplicate }}","value2":"true"}]}},"typeVersion":1},{"id":"7553896e-f939-4262-af1f-756b25c5be25","name":"Add to Master List","type":"n8n-nodes-base.googleSheets","position":[64,256],"parameters":{"columns":{"value":{"Invoice Number":"={{ $('HTTP Request').first().json.data.invoice_number }}","Final Amount (EUR)":"={{ $('HTTP Request').first().json.data.total_amount }}"},"schema":[{"id":"Invoice Number","type":"string","display":true,"required":false,"displayName":"Invoice Number","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Original Amount","type":"string","display":true,"removed":false,"required":false,"displayName":"Original Amount","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Currency","type":"string","display":true,"removed":false,"required":false,"displayName":"Currency","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Exchange Rate","type":"string","display":true,"removed":false,"required":false,"displayName":"Exchange Rate","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Final Amount (EUR)","type":"string","display":true,"removed":false,"required":false,"displayName":"Final Amount (EUR)","defaultMatch":false,"canBeUsedToMatch":true}],"mappingMode":"defineBelow","matchingColumns":[],"attemptToConvertTypes":false,"convertFieldsToString":false},"options":{},"operation":"append","sheetName":{"__rl":true,"mode":"list","value":"gid=0","cachedResultName":"Sheet1"},"documentId":{"__rl":true,"mode":"list","value":"","cachedResultName":"Master Finance File"}},"typeVersion":4},{"id":"2fd986c1-a8b6-4adc-aec6-7daf8685295c","name":"Gmail Trigger","type":"n8n-nodes-base.gmailTrigger","position":[-1328,112],"parameters":{"simple":false,"filters":{"labelIds":[]},"options":{"downloadAttachments":true},"pollTimes":{"item":[{"mode":"everyMinute"}]}},"typeVersion":1.3},{"id":"e5527bfa-9a24-4208-b1e3-ca695830d977","name":"Extract from File","type":"n8n-nodes-base.extractFromFile","position":[-1088,112],"parameters":{"options":{},"operation":"binaryToPropery","binaryPropertyName":"=attachment_0"},"typeVersion":1.1},{"id":"61cb08f9-ad41-4d68-b46d-3e44218464a2","name":"Edit Fields","type":"n8n-nodes-base.set","position":[-928,112],"parameters":{"options":{},"assignments":{"assignments":[{"id":"61f1027c-dc46-49a0-8450-ed63cd67e8c9","name":"data","type":"string","value":"=data:application/pdf;base64,{{ $json.data }}"}]}},"typeVersion":3.4},{"id":"2b847aff-69f7-4240-b1b2-5af669594158","name":"HTTP Request","type":"n8n-nodes-base.httpRequest","position":[-768,112],"parameters":{"url":"https://extractor.easybits.tech/api/pipelines/YOUR_PIPELINE_ID","method":"POST","options":{},"jsonBody":"={\n  \"files\": [\n    \"{{ $json.data }}\"\n  ]\n} ","sendBody":true,"specifyBody":"json","authentication":"predefinedCredentialType","nodeCredentialType":"httpBearerAuth"},"typeVersion":4.3},{"id":"f6d5d00e-1e16-4fe7-bfb5-a5313c1b9d86","name":"Code in JavaScript","type":"n8n-nodes-base.code","position":[-368,112],"parameters":{"jsCode":"const invoiceNumber = $('HTTP Request').first().json.data.invoice_number;\nconst rows = $input.all();\n\n// Debug: log what we're working with\nconst allInvoiceNumbers = rows.map(row => row.json[\"Invoice Number\"]).filter(Boolean);\n\nconst match = rows.filter(row => {\n  const cellValue = row.json[\"Invoice Number\"];\n  if (!cellValue) return false;\n  return String(cellValue).trim() === String(invoiceNumber).trim();\n});\n\nreturn [{\n  json: {\n    duplicate: match.length > 0 ? \"true\" : \"false\",\n    invoice_number: invoiceNumber,\n    found_in_sheet: allInvoiceNumbers,\n    rows_checked: rows.length\n  }\n}];"},"typeVersion":2},{"id":"1b20a65c-608c-4118-a914-5141edab83ac","name":"Sticky Note","type":"n8n-nodes-base.stickyNote","position":[-1392,-48],"parameters":{"color":7,"width":224,"height":336,"content":"## 📧 Email Intake\nPolls Gmail every minute for emails with the **invoice** label.\nDownloads attachments automatically."},"typeVersion":1},{"id":"bf9d9a2f-5a9c-404b-b926-2e508a183224","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[-1152,-48],"parameters":{"color":7,"width":544,"height":336,"content":"## 📄 Invoice Extraction with easybits\nExtracts the PDF attachment, converts it to base64, and sends it to the **easybits' extractor API** to pull structured invoice data (invoice number, amount, etc.)."},"typeVersion":1},{"id":"22ca9538-3bad-4cda-a10a-ae8ec96f79d8","name":"Sticky Note2","type":"n8n-nodes-base.stickyNote","position":[-592,-48],"parameters":{"color":7,"width":544,"height":336,"content":"## 🔍 Duplicate Check\nReads all rows from the **Master Finance File** in Google Sheets. A Code node compares the extracted invoice number against existing entries. Returns `duplicate: true/false`."},"typeVersion":1},{"id":"3d6bc7f4-f812-49a4-a23e-0a63f8b39e29","name":"Slack: Alert Finance","type":"n8n-nodes-base.slack","position":[64,-64],"parameters":{"text":"=🚨 *Duplicate Invoice Detected*  Invoice number {{ $('HTTP Request').first().json.data.invoice_number }} was already submitted. Please review before processing.","user":{"__rl":true,"mode":"list","value":"","cachedResultName":""},"select":"user","otherOptions":{}},"typeVersion":2},{"id":"e4f0a16b-8041-4202-989b-63a647a64728","name":"Sticky Note3","type":"n8n-nodes-base.stickyNote","position":[-32,-208],"parameters":{"color":7,"width":304,"height":304,"content":"## 🚨 Duplicate Found\nIf the invoice **already exists** in the sheet, a Slack DM is sent to the user with the duplicate invoice number for manual review."},"typeVersion":1},{"id":"1b22bf73-e06f-40af-95d8-09564226374b","name":"Sticky Note4","type":"n8n-nodes-base.stickyNote","position":[-32,112],"parameters":{"color":7,"width":304,"height":304,"content":"## ✅ New Invoice\nIf the invoice is **not** a duplicate, it gets appended to the Master Finance File in Google Sheets with the invoice number and total amount."},"typeVersion":1},{"id":"4d296449-cb5c-466e-b618-a39fe24ee6f0","name":"Sticky Note5","type":"n8n-nodes-base.stickyNote","position":[-2192,-304],"parameters":{"width":784,"height":832,"content":"# 🔍 Invoice Duplicate Checker\n\n## How It Works\nThis workflow automatically detects duplicate invoices from Gmail. Incoming PDF attachments are scanned by the easybits data extraction solution, then checked against the Master Finance File in Google Sheets. Duplicates trigger a Slack alert – new invoices get added to the sheet.\n\n**Flow overview:**\n1. Gmail picks up new emails labeled as invoices (polls every minute)\n2. The PDF attachment is extracted and converted to base64\n3. easybits Extractor reads the document and returns structured data\n4. The invoice number is compared against all existing entries in Google Sheets\n5. If duplicate → Slack DM alert to user\n6. If new → Invoice is appended to the Master Finance File\n\n---\n\n## Setup Guide\n\n**1. easybits Extractor** – Create a pipeline at extractor.easybits.tech with fields: `invoice_number` (String) and `total_amount` (Number). Copy your Pipeline ID and API Key.\n\n**2. HTTP Request node** – Replace the Pipeline ID in the URL. Add a Bearer Auth credential with your API Key.\n\n**3. Gmail Trigger** – Connect via OAuth2. Create an \"invoice\" label in Gmail and set it as the filter. Enable Download Attachments.\n\n**4. Google Sheets** – Connect both sheet nodes via OAuth2. Select your spreadsheet. Required columns: **Invoice Number** and **Final Amount (EUR)**.\n\n**5. Slack** – Create a Slack App at api.slack.com/apps. Add scopes: `chat:write`, `chat:write.public`, `channels:read`, `groups:read`, `users:read`, `users.profile:read`. Install via Settings → Install App. Add the Bot Token as a Slack API credential in n8n.\n\n**6. Activate** – Toggle the workflow on, label an invoice email, and test. Send the same invoice twice to verify the duplicate alert."},"typeVersion":1}],"active":false,"pinData":{},"settings":{"availableInMCP":false,"executionOrder":"v1"},"connections":{"Edit Fields":{"main":[[{"node":"HTTP Request","type":"main","index":0}]]},"HTTP Request":{"main":[[{"node":"Check Google Sheets","type":"main","index":0}]]},"Gmail Trigger":{"main":[[{"node":"Extract from File","type":"main","index":0}]]},"Already Exists?":{"main":[[{"node":"Slack: Alert Finance","type":"main","index":0}],[{"node":"Add to Master List","type":"main","index":0}]]},"Extract from File":{"main":[[{"node":"Edit Fields","type":"main","index":0}]]},"Code in JavaScript":{"main":[[{"node":"Already Exists?","type":"main","index":0}]]},"Check Google Sheets":{"main":[[{"node":"Code in JavaScript","type":"main","index":0}]]}}},"lastUpdatedBy":1,"workflowInfo":{"nodeCount":15,"nodeTypes":{"n8n-nodes-base.if":{"count":1},"n8n-nodes-base.set":{"count":1},"n8n-nodes-base.code":{"count":1},"n8n-nodes-base.slack":{"count":1},"n8n-nodes-base.stickyNote":{"count":6},"n8n-nodes-base.httpRequest":{"count":1},"n8n-nodes-base.gmailTrigger":{"count":1},"n8n-nodes-base.googleSheets":{"count":2},"n8n-nodes-base.extractFromFile":{"count":1}}},"status":"published","readyToDemo":null,"user":{"name":"Felix","username":"easybits","bio":"Marketing Lead with a passion for automation and AI. 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