Extract PDF itineraries to Google Sheets with GPT-4.1-Mini & Gmail notifications

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Important notice

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

1. Workflow Overview

Extract PDF Itineraries to Google Sheets with GPT 4.1 Mini & Gmail Notifications Overview Automates PDF data extraction using OpenAI GPT, saves to Google Sheets, sends email confirmations. Reduces ...

Best for

Document Extraction automation workflows
AI Summarization automation workflows
intermediate n8n builders looking for reusable templates

Tools used

@n8n/n8n-nodes-langchain.openai, @n8n/n8n-nodes-langchain.lmchatopenai, n8n-nodes-base.stickynote, n8n-nodes-base.googlesheets, n8n-nodes-base.splitinbatches, n8n-nodes-base.formtrigger, n8n-nodes-base.splitout, n8n-nodes-base.gmail

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Extract PDF itineraries to Google Sheets with GPT-4.1-Mini & Gmail notifications
Workflow name: Extract PDF itineraries to Google Sheets with GPT-4.1-Mini & Gmail notifications

Extract PDF Itineraries to Google Sheets with GPT-4.1-Mini & Gmail Notifications

Overview

Automates PDF data extraction using OpenAI GPT, saves to Google Sheets, sends email confirmations. Reduces manual entry by 90%.

How It Works

Receives PDF uploads via form
Splits & loops through files
AI extracts structured data
Appends to Sheets with timestamps
Sends confirmation email

Prerequisites

OpenAI API key (platform.openai.com)
Google Workspace (Sheets & Gmail)
n8n v1.0.0+

Setup

Add OpenAI API key to n8n credentials
Create Google Sheet with extraction columns, authorize OAuth2
Configure Gmail OAuth2
Import workflow JSON
Edit AI prompt for your fields
Activate & share form URL

Customization

Modify extraction prompts
Adjust Sheets mapping
Customize email templates
Add error handling/validation
Extend to Word/Excel files

Use Cases

Invoices, expense reports, resumes, contracts, forms, legal docs

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 - Create Email

Type / Role: @n8n/n8n-nodes-langchain.openAi - openAi
Config choices: Version 1.8

Block 2 - OpenAI Chat Model

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

Block 3 - Sticky Note1

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

Block 4 - Extracted information to Google Sheets

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

Block 5 - Loop Over Items ensures each document

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

Block 6 - Form receives multiple PDF files

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

Block 7 - Split Files processes each PDF individually

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

Block 8 - email confirmation sent with results

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

Block 9 - Analyzes & extract PDF

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

3. Summary Table

Workflow	Extract PDF itineraries to Google Sheets with GPT-4.1-Mini & Gmail notifications
Complexity	intermediate
Nodes	9
Categories	Document Extraction, AI Summarization
Author	Cheng Siong Chin
Published	05 Oct 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/9281/9281.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 Document Extraction workflows AI Summarization workflows

Frequently asked questions

What does Extract PDF itineraries to Google Sheets with GPT-4.1-Mini & Gmail notifications do?

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 Document Extraction, AI Summarization use case.

Cheng Siong Chin

203 workflows

Nodes

@n8n/n8n-nodes-langchain.openai @n8n/n8n-nodes-langchain.lmchatopenai n8n-nodes-base.stickynote n8n-nodes-base.googlesheets n8n-nodes-base.splitinbatches n8n-nodes-base.formtrigger n8n-nodes-base.splitout n8n-nodes-base.gmail

Complexity

intermediate

Published 05 Oct 2025

Likes 0

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Install path: /data/workflows/9281/9281.json

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Extract PDF itineraries to Google Sheets with GPT-4.1-Mini & Gmail notifications

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Extract PDF Itineraries to Google Sheets with GPT-4.1-Mini & Gmail Notifications

Overview

How It Works

Prerequisites

Setup

Customization

Use Cases

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Create Email

Block 2 - OpenAI Chat Model

Block 3 - Sticky Note1

Block 4 - Extracted information to Google Sheets

Block 5 - Loop Over Items ensures each document

Block 6 - Form receives multiple PDF files

Block 7 - Split Files processes each PDF individually

Block 8 - email confirmation sent with results

Block 9 - Analyzes & extract PDF

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