Extract and organize Colombian invoices with Gmail, GPT-4o & Google Workspace

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

Personal Invoice Processor This N8N workflow automates the extraction and organization of personal invoices in Colombia received via Gmail . It includes the following key steps: Flow Summary ...

Best for

Invoice Processing automation workflows
AI Summarization automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.splitinbatches, @n8n/n8n-nodes-langchain.lmchatopenai, @n8n/n8n-nodes-langchain.toolcalculator, @n8n/n8n-nodes-langchain.outputparserstructured, n8n-nodes-base.gmailtrigger, n8n-nodes-base.code, n8n-nodes-base.filter, n8n-nodes-base.compression

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Juan Sanchez.

Original n8n.io source

1.1 Workflow description

Title: Extract and organize Colombian invoices with Gmail, GPT-4o & Google Workspace
Workflow name: Extract and organize Colombian invoices with Gmail, GPT-4o & Google Workspace

🧾 Personal Invoice Processor

This N8N workflow automates the extraction and organization of personal invoices in Colombia received via Gmail. It includes the following key steps:

🔁 Flow Summary

Email Trigger
- Polls Gmail every 30 minutes for emails with .zip attachments (assumed to contain invoices).
- Expects ZIP file following DIAN standards.
ZIP File Handling
- Extracts all files.
- Filters only PDF and XML files for processing.
Data Extraction & Processing
- Uses LangChain Agent + OpenAI (GPT-4o-mini) to extract:
  - Tipo de documento (Factura / Nota Crédito)
  - Número de factura
  - Fecha de emisión (YYYY-MM-DD)
  - NIT emisor y receptor (sin dígito de verificación)
  - Razón social del emisor
  - Subtotal, IVA, Total
  - CUFE
  - Resumen de compra (max 20 words, formatted sentence)
Validation
- Ensures Total = Subtotal + IVA using a calculator node.
Storage
- Uploads the original PDF to Google Drive.
- Renames the file to: YYYY-MM-DD-NUMERO_FACTURA.pdf.
- Inserts or updates invoice details in Google Sheets using a unique Key (NIT_Emisor + Numero_Factura) to prevent duplication.

> ⚙️ Designed for personal use with minimal latency tolerance and high automation reliability.

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Loop Over Items

Type / Role: n8n-nodes-base.splitInBatches - splitInBatches
Config choices: Version 3

Block 2 - OpenAI Chat Model

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenAi - lmChatOpenAi
Config choices: Version 1.2

Block 3 - Calculator

Type / Role: @n8n/n8n-nodes-langchain.toolCalculator - toolCalculator
Config choices: Version 1

Block 4 - Structured Output Parser

Type / Role: @n8n/n8n-nodes-langchain.outputParserStructured - outputParserStructured
Config choices: Version 1.2

Block 5 - On Email receipt

Type / Role: n8n-nodes-base.gmailTrigger - gmailTrigger
Config choices: Version 1.2

Block 6 - Get Filename and mimeType

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 7 - Filter ZIP files only

Type / Role: n8n-nodes-base.filter - filter
Config choices: Version 2.2

Block 8 - Unzip Invoice

Type / Role: n8n-nodes-base.compression - compression
Config choices: Version 1.1

Block 9 - Just for style

Type / Role: n8n-nodes-base.noOp - noOp
Config choices: Version 1

Block 10 - Get filename and mimeType on extracted docs

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 11 - Split XML and PDF

Type / Role: n8n-nodes-base.switch - switch
Config choices: Version 3.2

Block 12 - Extract PDF Data

Type / Role: n8n-nodes-base.extractFromFile - extractFromFile
Config choices: Version 1

Block 13 - Extract XML Data

Type / Role: n8n-nodes-base.extractFromFile - extractFromFile
Config choices: Version 1

Block 14 - Convert to JSON

Type / Role: n8n-nodes-base.xml - xml
Config choices: Version 1

Block 15 - Append both Docs

Type / Role: n8n-nodes-base.merge - merge
Config choices: Version 3.1

Block 16 - Aggregate all Data into 1 list

Type / Role: n8n-nodes-base.aggregate - aggregate
Config choices: Version 1

Block 17 - Extract Data from PDF and XML

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 1.9

Block 18 - Create initial PDF

Type / Role: n8n-nodes-base.googleDrive - googleDrive
Config choices: Version 3

Block 19 - Merge both flows

Type / Role: n8n-nodes-base.merge - merge
Config choices: Version 3.1

Block 20 - Update PDF with actual name

Type / Role: n8n-nodes-base.googleDrive - googleDrive
Config choices: Version 3

Block 21 - Get Current Date

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 22 - Create or update row

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.5

Block 23 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	Extract and organize Colombian invoices with Gmail, GPT-4o & Google Workspace
Complexity	advanced
Nodes	23
Categories	Invoice Processing, AI Summarization
Author	Juan Sanchez
Published	09 May 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/3951/3951.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Invoice Processing workflows AI Summarization workflows

Frequently asked questions

What does Extract and organize Colombian invoices with Gmail, GPT-4o & Google Workspace do?

Personal Invoice Processor This N8N workflow automates the extraction and organization of personal invoices in Colombia received via Gmail . It includes the following key steps: Flow Summary ...

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Invoice Processing, AI Summarization use case.

Juan Sanchez

2 workflows

Nodes

n8n-nodes-base.splitinbatches @n8n/n8n-nodes-langchain.lmchatopenai @n8n/n8n-nodes-langchain.toolcalculator @n8n/n8n-nodes-langchain.outputparserstructured n8n-nodes-base.gmailtrigger n8n-nodes-base.code n8n-nodes-base.filter n8n-nodes-base.compression

Complexity

advanced

Published 09 May 2025

Likes 0

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Install path: /data/workflows/3951/3951.json

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Extract and organize Colombian invoices with Gmail, GPT-4o & Google Workspace

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

🧾 Personal Invoice Processor

🔁 Flow Summary

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Loop Over Items

Block 2 - OpenAI Chat Model

Block 3 - Calculator

Block 4 - Structured Output Parser

Block 5 - On Email receipt

Block 6 - Get Filename and mimeType

Block 7 - Filter ZIP files only

Block 8 - Unzip Invoice

Block 9 - Just for style

Block 10 - Get filename and mimeType on extracted docs

Block 11 - Split XML and PDF

Block 12 - Extract PDF Data

Block 13 - Extract XML Data

Block 14 - Convert to JSON

Block 15 - Append both Docs

Block 16 - Aggregate all Data into 1 list

Block 17 - Extract Data from PDF and XML

Block 18 - Create initial PDF

Block 19 - Merge both flows

Block 20 - Update PDF with actual name

Block 21 - Get Current Date

Block 22 - Create or update row

Block 23 - Sticky Note

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions