Export PDF Invoices from Smartbill to Google Drive

This n8n workflow automates the process of exporting invoices from an external API (likely Smartbill, based on the directory name) and uploading them as PDF files to Google Drive. It includes logic to handle potential errors and retries.

What it does

This workflow performs the following steps:

1. Manual Trigger: The workflow is initiated manually by clicking 'Execute workflow'.
2. HTTP Request: It makes an HTTP request to an external API endpoint. This request is likely retrieving a list of invoices or initiating an invoice export process.
3. Conditional Logic (If): It checks the response from the HTTP request.
   • If the request is successful:
     1. Edit Fields (Set): Processes the successful response data, potentially extracting relevant invoice information.
     2. Loop Over Items (Split in Batches): Iterates through each item (e.g., each invoice) from the processed data.
     3. Google Drive: For each item, it uploads a file to Google Drive. This file is expected to be an invoice in PDF format.
   • If the request fails:
     1. Wait: The workflow pauses for a specified duration (e.g., to implement a retry mechanism or allow for manual intervention).
     2. Edit Fields (Set): Processes the error response, potentially logging or preparing for a retry.
     3. Loop Over Items (Split in Batches): This branch also includes a loop, suggesting it might attempt to reprocess or log errors for each failed item.
     4. Google Drive: Attempts to upload to Google Drive again, likely after the wait period, or to upload an error log/notification.
4. Code: A Code node is present, but without its configuration, its exact function in the workflow is unclear. It might be used for custom data manipulation, logging, or error handling.
5. Sticky Note: A Sticky Note node is included, likely for documentation or temporary notes within the workflow.

Prerequisites/Requirements

• External API Account: Access to the API from which invoices are exported (e.g., Smartbill API). This will require an API key or other authentication details configured in the "HTTP Request" node.
• Google Drive Account: A Google Drive account with appropriate permissions to create and upload files. This requires a Google Drive credential configured in n8n.

Setup/Usage

1. Import the workflow: Import the provided JSON into your n8n instance.
2. Configure Credentials:
   • HTTP Request: Update the "HTTP Request" node with the correct URL, authentication (e.g., API key, OAuth), and any necessary headers or body parameters for your invoice export API.
   • Google Drive: Set up a Google Drive credential in n8n and select it in the "Google Drive" nodes. Ensure the credential has access to the target folder in Google Drive.
3. Configure Nodes:
   • Edit Fields (Set): Adjust the "Edit Fields" nodes to correctly parse and prepare the data from your API response for Google Drive upload.
   • Google Drive: Specify the target folder in Google Drive and how the file names should be constructed (e.g., using invoice numbers, dates).
   • Wait: Adjust the wait duration in the "Wait" node if needed for retry logic.
   • Code: If the "Code" node is intended for specific logic, ensure its JavaScript code is configured correctly.
4. Activate the workflow: Once configured, activate the workflow.
5. Execute the workflow: Manually trigger the workflow using the "When clicking ‘Execute workflow’" node to start the process.