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Automate invoice processing & stock management with AI, Gmail, Sheets & Slack

InfyOm TechnologiesInfyOm Technologies
175 views
2/3/2026
WebhookAutomationSubscriptionHTTP RequestAPI
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✅ What problem does this workflow solve?

Order processing often involves manual invoice reading, stock checking, and back-and-forth communication between procurement and operations teams. This workflow automates the entire procurement decision flow — from reading incoming order emails to extracting structured data, checking stock, and creating either a purchase requisition or a work order automatically.

💡 Main Use Cases

  • 📥 Auto-extract order and invoice details from incoming emails
  • 📦 Validate stock availability before processing orders
  • 📝 Auto-create Purchase Requisitions when stock is insufficient
  • 🛠 Auto-create Work Orders when stock is available
  • 📧 Notify procurement or operations via email & Slack
  • 📊 Log every action in Google Sheets for tracking and audit

🧠 How It Works – Step-by-Step

1. 📧 Gmail Trigger

The workflow begins when a new email arrives at a specific email address.
The invoice file is automatically downloaded for processing.

2. 📑 Extract Invoice Record

The attached invoice is processed using OCR or a document extraction tool.
Raw details such as:

  • Order ID
  • Item code
  • Quantity
  • Customer information

are extracted for further processing.

3. 🤖 AI-Powered Data Structuring

OpenAI structures the extracted fields into a clean and consistent format:

  • order_id
  • item_code
  • quantity
  • customer_name

This ensures all data is normalised before stock validation.

4. 📦 Stock Check

The workflow checks inventory data stored in Google Sheets.
It compares:

  • Required quantity
  • Current stock

If stock is insufficient, it triggers the purchase requisition path.
If stock is available, it initiates the work order path.

5. 🔀 Conditional Flow

If stock is insufficient:

  • Creates a Purchase Requisition record in Google Sheets
  • Sends an email notification to the procurement team for approval

If stock is sufficient:

  • Creates a Work Order entry in Google Sheets
  • Sends a Slack summary message to the operations team

This ensures teams are notified instantly, and work continues without delays.

📊 Logging & Reporting

Every step — extracted data, PR created, WO created, notifications sent — is logged in Google Sheets.
This provides a full audit trail for procurement and operations teams.

👤 Who can use this?

Ideal for:

  • Procurement teams
  • Operations departments
  • Manufacturing & warehouse units
  • Businesses processing high-volume emailed orders
  • Any team needing structured, automated order workflows

🚀 Benefits

  • ⏱ Faster order processing
  • 🧠 Fewer manual errors from invoice reading
  • 📦 Smarter procurement decisions based on real stock
  • 🔁 Automated communication loops
  • 📊 Transparent audit logs for every order

Automate Invoice Processing & Stock Management with AI, Gmail, Sheets & Slack

This n8n workflow automates the processing of invoices received via email, extracts key information using AI, updates stock in a Google Sheet, and notifies a Slack channel about new invoices and stock updates. This streamlines your invoice management and inventory tracking, reducing manual effort and potential errors.

What it does

  1. Monitors Gmail for New Invoices: The workflow is triggered when a new email arrives in a specified Gmail account, looking for emails that likely contain invoices.
  2. Extracts Invoice Attachments: It automatically extracts any file attachments from the incoming email.
  3. Processes Attachments with AI: An AI Agent (powered by an OpenAI Chat Model) is used to analyze the extracted file content (presumably invoice data).
  4. Structures AI Output: The AI's response is then parsed into a structured format (e.g., JSON) to easily access extracted invoice details like item names, quantities, prices, etc.
  5. Updates Google Sheet: The extracted invoice data is used to update a Google Sheet, likely for stock management, recording new purchases, or updating inventory levels.
  6. Notifies Slack Channel: A message is posted to a designated Slack channel, informing the team about the new invoice and any relevant stock updates.
  7. Conditional Logic: An "If" node is present, suggesting that certain actions might be conditional based on the extracted invoice data or the outcome of previous steps (e.g., only update stock if the invoice is approved, or send different Slack messages based on invoice type).
  8. Sends Confirmation Email (Placeholder): A Gmail node is included, which could be used to send a confirmation email back to the sender or an internal team member after processing the invoice.
  9. Sticky Note for Documentation: A sticky note is included for internal documentation or instructions within the workflow.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance (cloud or self-hosted).
  • Gmail Account: A Google account with Gmail access configured as a credential in n8n.
  • Google Sheets Account: A Google account with access to the target Google Sheet, configured as a credential in n8n.
  • OpenAI API Key: An API key for OpenAI (or a compatible large language model) configured as a credential in n8n for the AI Agent.
  • Slack Account: A Slack workspace and a channel where notifications will be posted, configured as a credential in n8n.

Setup/Usage

  1. Import the workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your Gmail Account credential for both the "Gmail Trigger" and "Gmail" nodes.
    • Set up your Google Sheets credential for the "Google Sheets" node.
    • Set up your OpenAI API Key credential for the "OpenAI Chat Model" node.
    • Set up your Slack Account credential for the "Slack" node.
  3. Customize Nodes:
    • Gmail Trigger (824): Configure the trigger to listen for specific emails (e.g., sender, subject keywords like "Invoice", "Purchase Order") that contain your invoices.
    • AI Agent (1119) & OpenAI Chat Model (1153): Adjust the prompts for the AI Agent to accurately extract the required information from your invoice documents (e.g., invoice number, vendor, date, line items, quantities, unit prices, total amount).
    • Structured Output Parser (1179): Define the schema for the expected structured output from the AI to ensure correct data extraction.
    • Google Sheets (18): Specify the Spreadsheet ID, Sheet Name, and the operation (e.g., "Append Row", "Update Row") along with the mapping of extracted data to your sheet columns.
    • If (20): Customize the conditions based on your business logic (e.g., check if stock is low, if invoice total exceeds a certain amount, if a specific item is present).
    • Slack (40): Customize the message content and the target channel for notifications.
    • Gmail (356): If used, configure the recipient, subject, and body for confirmation emails.
  4. Activate the workflow: Once configured, activate the workflow to start monitoring your Gmail for new invoices.

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