Extract Data from Invoices with OCR, Gemini AI, and Airtable

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Important notice

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

1. Workflow Overview

This workflow contains community nodes that are only compatible with the self hosted version of n8n. Extract Data from Invoices with OCR, Gemini AI, and Airtable This template automates the proc...

Best for

AI Summarization automation workflows
Multimodal AI automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.localfiletrigger, @n8n/n8n-nodes-langchain.lmchatgooglegemini, n8n-nodes-tesseractjs.tesseractnode, n8n-nodes-base.switch, n8n-nodes-base.aggregate, n8n-nodes-pdf-page-extract.pdfpageextract, n8n-nodes-base.telegram, n8n-nodes-base.readwritefile

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Extract Data from Invoices with OCR, Gemini AI, and Airtable
Workflow name: Extract Data from Invoices with OCR, Gemini AI, and Airtable

This workflow contains community nodes that are only compatible with the self-hosted version of n8n.

📖 Extract Data from Invoices with OCR, Gemini AI, and Airtable

This template automates the process of extracting key details from invoices (PDF, JPG, PNG) and storing them in Airtable using OCR + AI. It eliminates manual data entry by leveraging Tesseract OCR, Google Gemini AI, and Airtable, with optional Telegram notifications. The workflow is ideal for freelancers, small businesses, and finance teams who need a lightweight and automated solution for handling invoice data.

🔑 Features

✅ Supports JPG, PNG, and PDF invoices
🧠 Automatically extracts: Invoice Number, Invoice Date (standardized to YYYY-MM-DD), Subtotal, Tax, Total, Currency, Vendor Name, Email, Phone, and Ship-to Address
📤 Sends structured data into Airtable automatically
📬 Sends a Telegram notification once data is processed (optional)
🔁 Triggers automatically when new files are dropped into a folder

⚠️ Disclaimer

This workflow uses community nodes (n8n-nodes-tesseractjs, n8n-nodes-pdf-page-extract).
It works best on self-hosted n8n or n8n cloud instances where these nodes are available.
You must install and configure these nodes before importing the workflow.

⚙️ Setup & Configuration

Install Docker with n8n.
Mount your folder (e.g., ~/self-hosted-ai/ocr-bot:/shared) so invoices can be dropped into /shared/ocr/.
Import the provided JSON workflow into n8n.
Replace credentials:
- Google Gemini API key
- Airtable base + token
- Telegram bot token (optional)
Drop a sample invoice (PDF/JPG/PNG) into the configured folder.
Check Airtable for structured data and Telegram (if enabled) for confirmation.

🧠 Customization

Modify the AI prompt to extract additional fields.
Replace Airtable with Google Sheets or another database if preferred.
Update the Telegram node with your own Chat ID for notifications.

💡 Tip: Add a screenshot of the workflow in n8n to help users quickly understand the node structure.

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 - Local File Trigger

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

Block 2 - Google Gemini Chat Model

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

Block 3 - Tesseract

Type / Role: n8n-nodes-tesseractjs.tesseractNode - tesseractNode
Config choices: Version 1

Block 4 - Switch

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

Block 5 - Aggregate

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

Block 6 - PDF Page Extract

Type / Role: n8n-nodes-pdf-page-extract.pdfPageExtract - pdfPageExtract
Config choices: Version 1

Block 7 - Telegram

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

Block 8 - Read File

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

Block 9 - Sticky Note

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

Block 10 - Sticky Note1

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

Block 11 - Sticky Note2

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

Block 12 - Sticky Note3

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

Block 13 - Sticky Note4

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

Block 14 - Sticky Note5

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

Block 15 - Sticky Note6

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

Block 16 - Extract Invoice Data (Gemini)

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2

Block 17 - Check File Type

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

Block 18 - Save to Airtable

Type / Role: n8n-nodes-base.airtableTool - airtableTool
Config choices: Version 2.1

3. Summary Table

Workflow	Extract Data from Invoices with OCR, Gemini AI, and Airtable
Complexity	advanced
Nodes	18
Categories	AI Summarization, Multimodal AI
Author	Vinay
Published	20 Aug 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/7634/7634.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 AI Summarization workflows Multimodal AI workflows

Frequently asked questions

What does Extract Data from Invoices with OCR, Gemini AI, and Airtable do?

This workflow contains community nodes that are only compatible with the self hosted version of n8n. Extract Data from Invoices with OCR, Gemini AI, and Airtable This template automates the proc...

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 AI Summarization, Multimodal AI use case.

Vinay

1 workflow

Nodes

n8n-nodes-base.localfiletrigger @n8n/n8n-nodes-langchain.lmchatgooglegemini n8n-nodes-tesseractjs.tesseractnode n8n-nodes-base.switch n8n-nodes-base.aggregate n8n-nodes-pdf-page-extract.pdfpageextract n8n-nodes-base.telegram n8n-nodes-base.readwritefile

Complexity

advanced

Published 20 Aug 2025

Likes 0

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Install path: /data/workflows/7634/7634.json

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Extract Data from Invoices with OCR, Gemini AI, and Airtable

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

📖 Extract Data from Invoices with OCR, Gemini AI, and Airtable

🔑 Features

⚠️ Disclaimer

⚙️ Setup & Configuration

🧠 Customization

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Local File Trigger

Block 2 - Google Gemini Chat Model

Block 3 - Tesseract

Block 4 - Switch

Block 5 - Aggregate

Block 6 - PDF Page Extract

Block 7 - Telegram

Block 8 - Read File

Block 9 - Sticky Note

Block 10 - Sticky Note1

Block 11 - Sticky Note2

Block 12 - Sticky Note3

Block 13 - Sticky Note4

Block 14 - Sticky Note5

Block 15 - Sticky Note6

Block 16 - Extract Invoice Data (Gemini)

Block 17 - Check File Type

Block 18 - Save to Airtable

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