Invoices from Gmail to Drive and Google Sheets

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Important notice

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

1. Workflow Overview

Attachments Gmail to Drive and Google Sheets Description Automatically process invoice emails by saving attachments to Google Drive and extracting key invoice data to Google Sheets using AI. This w...

Best for

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

Tools used

n8n-nodes-base.stickynote, n8n-nodes-base.gmailtrigger, n8n-nodes-base.set, n8n-nodes-base.httprequest, n8n-nodes-base.googledrive, n8n-nodes-base.gmail, n8n-nodes-base.extractfromfile, @n8n/n8n-nodes-langchain.lmopenai

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Invoices from Gmail to Drive and Google Sheets
Workflow name: Invoices from Gmail to Drive and Google Sheets

Attachments Gmail to Drive and Google Sheets

Description

Automatically process invoice emails by saving attachments to Google Drive and extracting key invoice data to Google Sheets using AI. This workflow monitors your Gmail for unread emails with attachments, saves PDFs to a specified Google Drive folder, and uses OpenAI's GPT-4o to extract invoice details (date, description, amount) into a structured spreadsheet.

Use cases

Invoice Management: Automatically organize and track invoices received via email
Financial Record Keeping: Maintain a structured database of all invoice information
Document Organization: Keep digital copies of invoices organized in Google Drive
Automated Data Entry: Eliminate manual data entry for invoice processing

Resources

Gmail account
Google Drive account
Google Sheets account
OpenAI API key

Setup instructions

Prerequisites

Active Gmail, Google Drive, and Google Sheets accounts
OpenAI API key (GPT-4o model access)
n8n instance with credentials manager

Steps

Gmail and Google Drive Setup:
- Connect your Gmail account in n8n credentials
- Connect your Google Drive account with appropriate permissions
- Create a destination folder in Google Drive for invoice storage
Google Sheets Setup:
- Connect your Google Sheets account
- Create a spreadsheet with columns: Invoice date, Invoice Description, Total price, and Fichero
- Copy your spreadsheet ID for configuration
OpenAI Setup:
- Add your OpenAI API key to n8n credentials
Configure Email Filter:
- Update the email filter node to match your specific sender requirements

Benefits

Time Saving: Eliminates manual downloading, filing, and data entry
Accuracy: AI-powered data extraction reduces human error
Organization: Consistent file naming and storage structure
Searchability: Creates a searchable database of all invoice information
Automation: Runs every minute to process new emails as they arrive

Related templates

Email Parser to CRM
Document Processing Workflow
Financial Data Automation

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 - Sticky Note

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

Block 2 - Gmail Trigger1

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

Block 3 - Setup1

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 4 - Upload PDF to Drive1

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.2

Block 5 - Rename file1

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

Block 6 - Move to the correct folder1

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

Block 7 - Gmail

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

Block 8 - Extract from File2

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

Block 9 - Google Drive

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

Block 10 - OpenAI Model

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

Block 11 - Structured Output Parser

Type / Role: @n8n/n8n-nodes-langchain.outputParserStructured - outputParserStructured
Config choices: Version 1.1

Block 12 - Append to Reconciliation Sheet

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

Block 13 - Sticky Note2

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

Block 14 - Map Output

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.3

Block 15 - Apply Data Extraction Rules

Type / Role: @n8n/n8n-nodes-langchain.chainLlm - chainLlm
Config choices: Version 1.4

Block 16 - Sticky Note6

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

Block 17 - Only invoice mails with attachments

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

3. Summary Table

Workflow	Invoices from Gmail to Drive and Google Sheets
Complexity	advanced
Nodes	17
Categories	Invoice Processing, AI Summarization
Author	Juan Carlos Cavero Gracia
Published	25 Feb 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/3016/3016.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 Invoices from Gmail to Drive and 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, AI Summarization use case.

Juan Carlos Cavero Gracia

20 workflows

Nodes

n8n-nodes-base.stickynote n8n-nodes-base.gmailtrigger n8n-nodes-base.set n8n-nodes-base.httprequest n8n-nodes-base.googledrive n8n-nodes-base.gmail n8n-nodes-base.extractfromfile @n8n/n8n-nodes-langchain.lmopenai

Complexity

advanced

Published 25 Feb 2025

Likes 0

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Install path: /data/workflows/3016/3016.json

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Invoices from Gmail to Drive and Google Sheets

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Attachments Gmail to Drive and Google Sheets

Description

Use cases

Resources

Setup instructions

Prerequisites

Steps

Benefits

Related templates

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Sticky Note

Block 2 - Gmail Trigger1

Block 3 - Setup1

Block 4 - Upload PDF to Drive1

Block 5 - Rename file1

Block 6 - Move to the correct folder1

Block 7 - Gmail

Block 8 - Extract from File2

Block 9 - Google Drive

Block 10 - OpenAI Model

Block 11 - Structured Output Parser

Block 12 - Append to Reconciliation Sheet

Block 13 - Sticky Note2

Block 14 - Map Output

Block 15 - Apply Data Extraction Rules

Block 16 - Sticky Note6

Block 17 - Only invoice mails with attachments

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