Extract and save invoice data from Google Drive to Sheets with Dumpling AI

Who is this for?

This workflow is perfect for operations teams, accountants, e-commerce businesses, or finance managers who regularly process digital invoices and need to automate data extraction and record-keeping.

What problem is this workflow solving?

Manually reading invoice PDFs, extracting relevant data, and entering it into spreadsheets is time-consuming and error-prone. This workflow automates that process—watching a Google Drive folder, extracting structured invoice data using Dumpling AI, and saving the results into Google Sheets.

What this workflow does

1. Watches a specific Google Drive folder for new invoices.
2. Downloads the uploaded invoice file.
3. Converts the file into a Base64 format.
4. Sends the file to Dumpling AI’s extract-document endpoint with a detailed parsing prompt.
5. Parses Dumpling AI’s JSON response using a Code node.
6. Splits the items array into individual rows using the Split Out node.
7. Appends each invoice item to a preformatted Google Sheet along with the full header metadata (order number, PO, addresses, etc.).

Setup

1. Google Drive Setup

   • Create or select a folder in Google Drive and place the folder ID in the trigger node.
   • Make sure your n8n Google Drive credentials are authorized for access.

2. Google Sheets

   • Create a Google Sheet with the following headers: Order number, Document Date, Po_number, Sold to name, Sold to address, Ship to name, Ship to address, Model, Description, Quantity, Unity price, Total price
   • Paste the Sheet ID and sheet name (Sheet1) into the Google Sheets node.

3. Dumpling AI

   • Sign up at Dumpling AI
   • Go to your account settings and generate your API key.
   • Paste this key into the HTTP header of the Dumpling AI request node.
   • The endpoint used is: https://app.dumplingai.com/api/v1/extract-document

4. Prompt (already included)

   • This prompt extracts: order number, document date, PO number, shipping/billing details, and detailed line items (model, quantity, unit price, total).

How to customize this workflow to your needs

• Adjust the Google Sheet fields to fit your invoice structure.
• Modify the Dumpling AI prompt if your invoices have additional or different data points.
• Add filtering logic if you want to handle different invoice types differently.
• Replace Google Sheets with Airtable or a database if preferred.
• Use a different trigger like an email attachment if invoices come via email.