Parse WhatsApp invoice images with Gemini and sync payments to HubSpot and Slack

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1. Workflow Overview

Quick Overview This workflow captures invoice images/documents from WhatsApp, extracts structured invoice data with Google Gemini, and syncs the result to HubSpot by creating vendor payment tasks o...

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.whatsapptrigger, n8n-nodes-base.if, n8n-nodes-base.whatsapp, n8n-nodes-base.switch, n8n-nodes-base.hubspot, n8n-nodes-base.httprequest, n8n-nodes-base.code

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Parse WhatsApp invoice images with Gemini and sync payments to HubSpot and Slack
Workflow name: Parse WhatsApp invoice images with Gemini and sync payments to HubSpot and Slack

Quick Overview

This workflow captures invoice images/documents from WhatsApp, extracts structured invoice data with Google Gemini, and syncs the result to HubSpot by creating vendor-payment tasks or closing matching deals, while sending confirmations back on WhatsApp and raising exceptions to Slack.

How it works

Triggers when a new WhatsApp message is received.
Checks that the message contains an image or document, then fetches the media URL and downloads the attachment.
Converts the downloaded file to base64 and sends it to the Google Gemini API to extract structured invoice details as JSON.
Validates that the attachment is an invoice and routes it based on the extracted invoice direction and status.
For Payable invoices that are not marked as paid, searches HubSpot for a matching contact by WhatsApp phone number, creates a HubSpot task associated with that contact, sends a confirmation back via WhatsApp, and posts the invoice details to Slack.
For Receivable invoices, searches HubSpot for deals linked to the contact and matching the extracted invoice_id, then closes the deal as won and thanks the sender on WhatsApp when a match is found.
Posts alerts to Slack when the invoice status is unknown or when no HubSpot deal is found for a receivable invoice.

Setup

Connect WhatsApp Business credentials for the WhatsApp Trigger and WhatsApp send actions, and set the correct phone number ID.
Add Google Gemini (Google PaLM) API credentials and update the prompt/company name (currently "blankarray") to match your business.
Connect HubSpot OAuth2 credentials and ensure your deals include an invoice_id property and your associations/contact phone fields support the workflow’s searches.
Connect Slack credentials and select the target channel IDs for the Slack notification steps.

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 - Sticky Note1

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

Block 3 - Sticky Note2

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

Block 4 - Sticky Note3

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

Block 5 - Sticky Note4

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

Block 6 - Sticky Note5

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

Block 7 - Sticky Note6

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

Block 8 - Sticky Note7

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

Block 9 - When WhatsApp Message Received

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

Block 10 - Check Message Type

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.3

Block 11 - Get WhatsApp Media Metadata

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

Block 12 - Route by Workflow Path

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

Block 13 - Search HubSpot Contacts

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

Block 14 - Download WhatsApp Media

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.4

Block 15 - Parse Invoice with Gemini

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.4

Block 16 - Clean and Parse JSON Response

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

Block 17 - Create HubSpot Task

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.4

Block 18 - Send WhatsApp Task Confirm

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

Block 19 - Search HubSpot Deals

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

Block 20 - Fetch HubSpot Deal Data

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.4

Block 21 - Send WhatsApp Deal Update

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

Block 22 - If Deal Found

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.3

Block 23 - Update HubSpot Deal

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

Block 24 - Post Alert to Slack

Type / Role: n8n-nodes-base.slack - slack
Config choices: Version 2.5

Showing the first 24 of 29 workflow blocks. Download the JSON for the full node graph.

3. Summary Table

Workflow	Parse WhatsApp invoice images with Gemini and sync payments to HubSpot and Slack
Complexity	advanced
Nodes	29
Categories	Invoice Processing, AI Summarization
Author	iamvaar
Published	09 Jun 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/16214/16214.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 Parse WhatsApp invoice images with Gemini and sync payments to HubSpot and Slack 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.

iamvaar

38 workflows

Nodes

n8n-nodes-base.stickynote n8n-nodes-base.whatsapptrigger n8n-nodes-base.if n8n-nodes-base.whatsapp n8n-nodes-base.switch n8n-nodes-base.hubspot n8n-nodes-base.httprequest n8n-nodes-base.code

Complexity

advanced

Published 09 Jun 2026

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/16214/16214.json

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Parse WhatsApp invoice images with Gemini and sync payments to HubSpot and Slack

Workflow preview

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Quick Overview

How it works

Setup

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Sticky Note

Block 2 - Sticky Note1

Block 3 - Sticky Note2

Block 4 - Sticky Note3

Block 5 - Sticky Note4

Block 6 - Sticky Note5

Block 7 - Sticky Note6

Block 8 - Sticky Note7

Block 9 - When WhatsApp Message Received

Block 10 - Check Message Type

Block 11 - Get WhatsApp Media Metadata

Block 12 - Route by Workflow Path

Block 13 - Search HubSpot Contacts

Block 14 - Download WhatsApp Media

Block 15 - Parse Invoice with Gemini

Block 16 - Clean and Parse JSON Response

Block 17 - Create HubSpot Task

Block 18 - Send WhatsApp Task Confirm

Block 19 - Search HubSpot Deals

Block 20 - Fetch HubSpot Deal Data

Block 21 - Send WhatsApp Deal Update

Block 22 - If Deal Found

Block 23 - Update HubSpot Deal

Block 24 - Post Alert to Slack

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