Generate PDF invoices with line item support from Airtable using Google Sheets

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1. Workflow Overview

Stop manually copy pasting client data into Word templates. This workflow automates the entire invoicing process, handling complex line items, VAT calculations, PDF generation, and CRM syncing in u...

Best for

Invoice Processing automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.webhook, n8n-nodes-base.airtable, n8n-nodes-base.splitout, n8n-nodes-base.code, n8n-nodes-base.googledrive, n8n-nodes-base.httprequest, n8n-nodes-base.stickynote

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Generate PDF invoices with line item support from Airtable using Google Sheets
Workflow name: Generate PDF invoices with line item support from Airtable using Google Sheets

Stop manually copy-pasting client data into Word templates. This workflow automates the entire invoicing process, handling complex line items, VAT calculations, PDF generation, and CRM syncing in under 20 seconds.

It is designed to solve the "Admin Trap" by connecting your database (Airtable) to your document generator (Google Drive/Docs) via a Webhook trigger.

⚡ What this workflow does

Receives Data: Listens for a Webhook (compatible with frontends like Lovable, Softr, or standard forms) containing the Client ID and a list of Services.

Splits Line Items: Uses a "Split In Batches" logic to iterate through multiple services/products, ensuring every line item is recorded individually.

Database Sync: Creates a parent "Invoice" record and links child "Service" records in Airtable.

Generates PDF: Populates a Google Doc/Sheet template with dynamic client data and service rows, then exports it as a PDF.

Files & Links: Uploads the PDF to a designated Google Drive folder and attaches the file URL back to the specific Invoice record in Airtable.

🛠 Setup Requirements

1. Airtable Base Structure

You need three linked tables to make this work:

Clients: Stores Address, VAT Number, and Email.

Invoices: The master record containing Date, Total Amount, and the Invoice PDF attachment field.

Services: Stores individual line items (Value, Units, VAT Amount) linked to the Invoices table.

2. Google Drive Template

Create a Google Doc or Sheet.

Use {{variable_name}} placeholders for Client Name, Address, and Invoice ID.

Ensure you have a section for line items that matches the automation loop.

💡 Use Case

Perfect for freelancers, agencies, and founders who want to trigger invoices from a dashboard or dropdown menu without manually calculating VAT or typing out addresses.

👋 Need help building this? Want to automate & scale your business?

I help founders automate their "boring work" so they can focus on sales.

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 - Webhook

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

Block 2 - Create a record1

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

Block 3 - Add Service to DB

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

Block 4 - Split Services

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

Block 5 - Formatting Data

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

Block 6 - Get Previous Invoices

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

Block 7 - Generate Invoice #

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

Block 8 - Copy Invoice Template

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

Block 9 - Add Services to Invoice

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.3

Block 10 - Get Client Info

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

Block 11 - Add Client Info

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.3

Block 12 - Create a record1 (template)

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

Block 13 - Add Invoice Summary Info

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.3

Block 14 - Share file

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

Block 15 - Update record

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

Block 16 - Sticky Note

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

Block 17 - Sticky Note1

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

Block 18 - Sticky Note2

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

Block 19 - Sticky Note3

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

3. Summary Table

Workflow	Generate PDF invoices with line item support from Airtable using Google Sheets
Complexity	advanced
Nodes	19
Categories	Invoice Processing
Author	Sergio Medina
Published	28 Jan 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/13071/13071.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

Frequently asked questions

What does Generate PDF invoices with line item support from Airtable using Google Sheets 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 Invoice Processing use case.

Sergio Medina

1 workflow

Nodes

n8n-nodes-base.webhook n8n-nodes-base.airtable n8n-nodes-base.splitout n8n-nodes-base.code n8n-nodes-base.googledrive n8n-nodes-base.httprequest n8n-nodes-base.stickynote

Complexity

advanced

Published 28 Jan 2026

Likes 0

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Install path: /data/workflows/13071/13071.json

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Generate PDF invoices with line item support from Airtable using Google Sheets

Workflow preview

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

⚡ What this workflow does

🛠 Setup Requirements

1. Airtable Base Structure

2. Google Drive Template

💡 Use Case

👋 Need help building this? Want to automate & scale your business?

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Webhook

Block 2 - Create a record1

Block 3 - Add Service to DB

Block 4 - Split Services

Block 5 - Formatting Data

Block 6 - Get Previous Invoices

Block 7 - Generate Invoice #

Block 8 - Copy Invoice Template

Block 9 - Add Services to Invoice

Block 10 - Get Client Info

Block 11 - Add Client Info

Block 12 - Create a record1 (template)

Block 13 - Add Invoice Summary Info

Block 14 - Share file

Block 15 - Update record

Block 16 - Sticky Note

Block 17 - Sticky Note1

Block 18 - Sticky Note2

Block 19 - Sticky Note3

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