PDF Invoice to Accounting System Automation

This automation streamlines invoice management by automatically collecting, extracting, organizing, and tracking invoices received via email. When a PDF invoice arrives in Gmail, the system downloads the attachment, saves a copy to Google Drive, and uses OCR and AI to extract key invoice details such as vendor name, invoice number, dates, amounts, VAT, and payment information. The extracted data is automatically logged in Google Sheets for easy tracking and reporting. The workflow also sends confirmation and staff notification emails, then creates a Google Calendar reminder based on the invoice due date to help prevent missed payments. By eliminating manual data entry and follow-ups, this automation saves time, reduces errors, and ensures all invoice information is centralized and easily accessible. Before running, authorize and configure the required credentials in n8n: Gmail OAuth2, Google Drive OAuth2 Api, Google Sheets OAuth2 Api, Google Calendar OAuth2 Api, and Open Ai Api for the OpenAI/lmChat and agent nodes. Configure the Gmail trigger (account, labels or search criteria) and provide any target Google Sheet IDs, Google Drive folder IDs, and Calendar ID used by the nodes. If the workflow’s HTTP Request nodes call external APIs, provide the endpoint URLs and any needed authentication details in those nodes. No additional third-party services beyond the listed credentials are required; ensure n8n is v1.50+ to match node compatibility.