AI-powered invoice extractor via Telegram to Airtable

📄 Description

This workflow automates the extraction of structured invoice data from PDF files sent via Telegram and stores it in Airtable. It leverages GPT-4o for intelligent parsing and includes conversational memory for a seamless user experience. Designed for businesses and freelancers who receive invoices digitally and want to streamline their record-keeping.

⚙️ How It Works

1. Telegram Trigger – Listens for incoming messages and PDF attachments.
2. Switch Node – Filters messages to ensure only PDFs are processed.
3. Extract from File – Parses the PDF content for text extraction.
4. Edit Fields – Prepares the extracted data for AI processing.
5. AI Agent (GPT-4o) – Orchestrates the workflow, prompts the user for missing info, and extracts structured data.
6. Simple Memory – Maintains conversational context across sessions.
7. Create Invoice (Airtable Tool) – Creates a new invoice record in Airtable.
8. Create Line Item (Airtable Tool) – Adds individual line items linked to the invoice.
9. Telegram Response – Sends confirmation back to the user.

🔐 Required Credentials

To run this workflow successfully, you’ll need:

• Telegram Bot Token (via @BotFather)
• OpenAI API Key (with GPT-4o access)
• Airtable API Key and access to:
  • Base: Invoice Tracker Proper
  • Tables: Invoices and Line Items

🧰 Airtable Structure

Invoices Table Fields:

• Invoice Number
• Date
• Supplier
• Supplier Address
• Tax ID
• PO Number
• Due Date
• Receiver Name
• Receiver Address
• Delivery Date
• Total Tax
• Total Amount

Line Items Table Fields:

• Product Code
• Description
• Unit Price
• Quantity
• Unit Type
• Sub Total
• Invoice (linked)

🧠 Features

• AI-powered invoice parsing
• PDF text extraction
• Airtable record creation with relational linking
• Telegram-based user interaction
• Conversational memory
• Error handling and data validation