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Extract & organize email invoices with Gmail, Drive & OpenAI GPT

Feras DabourFeras Dabour
290 views
2/3/2026
Subscription ManagementWebhookPayment GatewayStripeAPI Integration
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Who’s it for

This template is for founders, finance teams, and solo operators who receive lots of invoices by email and want them captured automatically in a single, searchable source of truth. If you’re tired of hunting through your inbox for invoice PDFs or “that one receipt from three months ago,” this is for you.

What it does / How it works

The workflow polls your Gmail inbox on a schedule and fetches new messages including their attachments. A JavaScript Code node restructures all attachments, and a PDF extraction node reads any attached PDFs.
An AI “Invoice Recognition Agent” then analyzes the email body and attachments to decide whether the email actually contains an invoice. If not, the workflow stops.

If it is an invoice, a second AI “Invoice Data Extractor” pulls structured fields such as date_email, date_invoice, invoice_nr, description, provider, net_amount, vat, gross_amount, label (saas/hardware/other), and currency. Depending on whether the invoice is in an attachment or directly in the email text, the workflow either:

  • uploads the invoice file to Google Drive, or
  • document a direct link to the mail,

then appends/updates a row in Google Sheets with all invoice parameters plus a Drive link, and finally marks the Gmail message as read.

How to set up

  1. Add and authenticate:
    • Gmail credentials
    • Google Sheets credentials
    • Google Drive credentials
    • OpenAI (or compatible) credentials for the AI nodes
  2. Create or select a Google Sheet with the expected columns (date_email, date_invoice, invoice_nr, description, provider, net_amount, vat, gross_amount, label, currency, link).
  3. Create or select a Google Drive folder where invoices/docs should be stored.
  4. Adjust the Gmail Trigger filters (labels, search query, polling interval) to match the mailbox you want to process.
  5. Update node credentials and resource IDs (Sheet, Drive folder) via the node UIs, not hardcoded in HTTP nodes.

Requirements

  • n8n instance (cloud or self-hosted)
  • Gmail account with OAuth2 setup
  • Google Drive and Google Sheets access
  • OpenAI (or compatible) API key configured in n8n
  • Sufficient permissions to read emails, read/write Drive files, and edit the target Sheet

How to customize the workflow

  • Change invoice categories: Extend the label enum (e.g., add “services”, “subscriptions”) in the extraction schema and adjust any downstream logic.
  • Refine invoice detection: Tweak the AI prompts to be more or less strict about what counts as an invoice or receipt.
  • Add notifications: After updating the Sheet, send a Slack/Teams message or email summary for high-value invoices.
  • Filter by sender or subject: Narrow the Gmail Trigger to specific vendors, labels, or keywords.
  • Extend the data model: Add fields (e.g., cost center, project code) to the extractor prompt and Sheet mapping to fit your bookkeeping setup.

Extract and Organize Email Invoices with Gmail, Google Drive, and OpenAI GPT

This n8n workflow automates the process of identifying invoice emails, extracting key information using AI, saving the invoice files to Google Drive, and logging the details into a Google Sheet. It streamlines invoice management, reducing manual effort and ensuring accurate record-keeping.

What it does

  1. Triggers on new Gmail emails: The workflow starts whenever a new email is received in your specified Gmail account.
  2. Filters for invoice emails: It uses an AI Agent (powered by OpenAI GPT) to determine if the email content or attachments indicate an invoice.
  3. Extracts invoice data: If an email is identified as an invoice, the AI Agent extracts crucial information like vendor, amount, date, and invoice number from the email body or any attached files (e.g., PDFs).
  4. Saves attachments to Google Drive: Any relevant invoice attachments are uploaded to a designated folder in Google Drive.
  5. Logs data to Google Sheets: The extracted invoice details (vendor, amount, date, invoice number, Drive link) are appended as a new row in a specified Google Sheet for easy tracking and accounting.
  6. Handles non-invoice emails: Emails not identified as invoices are passed through a "No Operation" node, effectively ending their processing in this workflow.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance (cloud or self-hosted).
  • Gmail Account: Connected to n8n with appropriate permissions to read emails.
  • Google Drive Account: Connected to n8n with permissions to create and upload files.
  • Google Sheets Account: Connected to n8n with permissions to append data to a spreadsheet.
  • OpenAI API Key: For the AI Agent and OpenAI Chat Model nodes to process and extract information.
  • Langchain Nodes: Ensure the @n8n/n8n-nodes-langchain package is installed in your n8n instance.

Setup/Usage

  1. Import the workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials:
    • Gmail Trigger: Set up your Gmail OAuth2 credential to listen for new emails.
    • Google Drive: Configure your Google Drive OAuth2 credential for file uploads.
    • Google Sheets: Set up your Google Sheets OAuth2 credential for data logging.
    • OpenAI Chat Model: Configure your OpenAI API Key credential.
  3. Customize Nodes:
    • Gmail Trigger: Adjust the "Label or Folder" and "Search Query" (e.g., has:attachment "invoice") if you want to narrow down the emails it processes.
    • AI Agent: Review and adjust the prompt for the AI Agent to accurately identify invoices and extract specific fields relevant to your needs.
    • Google Drive: Specify the "Parent Folder ID" where you want the invoice attachments to be saved.
    • Google Sheets: Configure the "Spreadsheet ID" and "Sheet Name" where invoice data will be logged. Ensure the sheet has appropriate headers (e.g., Vendor, Amount, Date, Invoice Number, Drive Link).
    • Code Node: The "Code" node likely contains logic to structure the data extracted by the AI Agent before it's written to Google Sheets. Review and adjust this JavaScript code if your AI extraction output format changes or if you need different data mapping.
    • Extract from File: This node is likely used to process attachments (e.g., PDFs) to extract text for the AI Agent. Ensure it's configured to handle the file types you expect.
  4. Activate the workflow: Once all credentials and configurations are set, activate the workflow. It will now run automatically, processing new incoming emails.

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