HumationHuman + Automation
Back to Catalog

AI invoice agent

Rakin JakariaRakin Jakaria
1337 views
2/3/2026
AIWeb ScrapingGoogle SheetsContent ExtractionSummarization
Official Page

📄 AI Invoice Agent

The AI Invoice Agent automates the invoice creation, email delivery, and status tracking process for client billing. It ensures invoices are generated, sent professionally, and updated in Google Sheets with minimal manual work.

🔹 How It Works

  1. Trigger

    • Activated manually (Execute Workflow) when you want to process invoices.

  2. Fetch Invoices

    • Reads client invoice data from a Google Sheet (Client Invoices).

  3. Filter Pending Invoices

    • Passes through only invoices with Status = Pending.

  4. Prepare Invoice Data

    • Collects and formats details:

      • Invoice ID
      • Client Name & Address
      • Project Name
      • Amount (USD)
      • Invoice Date (today’s date)
      • Due Date (7 days later)

  5. Loop Over Invoices

    • Processes each invoice one by one.

  6. AI Email Draft

    • Uses GPT-4.1-mini to generate a polite, professional email.
    • Tone: friendly but business-oriented.
    • Signed as Upward Engine Team.

  7. Extract Email Parts

    • Separates subject and body from the AI output using an Information Extractor.

  8. Generate Invoice PDF

    • Uses CraftMyPDF to create a formatted invoice PDF with:

      • Company details (Upward Engine)
      • Client details
      • Invoice ID, Date, Due Date
      • Amount due
      • Footer message

  9. Send Email to Client

    • Sends invoice email via Gmail, attaching the PDF invoice.

  10. Update Invoice Status

    • Updates Google Sheets to mark the invoice as Completed.
    • Saves Invoice ID, Date, Due Date, and updated status.

  11. Loop Continuation

    • Continues until all pending invoices are processed.

🔹 Tools & Integrations

  • Google Sheets → Stores client & invoice data
  • Filter Node → Selects only Pending invoices
  • GPT-4.1-mini (OpenAI) → Generates professional emails
  • Information Extractor → Separates subject & body
  • CraftMyPDF → Creates PDF invoices
  • Gmail → Sends invoice emails with PDF attachments

🔹 Example Workflow

✅ Google Sheets: Invoice marked as Pending ➡️ AI generates email → “Invoice INV-1023 for Web Design Project – Due Sep 5” ➡️ PDF invoice created & attached ➡️ Email sent to client with subject + body ➡️ Status updated in Google Sheet → Completed

⚡ This agent ensures zero missed invoices, professional client communication, and up-to-date tracking — fully automated for agencies and small businesses.

n8n AI Invoice Agent Workflow

This n8n workflow automates the process of extracting information from invoices (presumably received via email or stored in a Google Sheet) using AI, and then potentially takes further action based on the extracted data. It's designed to streamline invoice processing by intelligently identifying key details.

What it does

This workflow simplifies and automates the extraction of structured information from unstructured text, likely invoice data. It leverages AI to parse details and then allows for further processing or human review.

  1. Manual Trigger: The workflow is initiated manually, allowing for on-demand processing.
  2. Google Sheets (Input): It starts by reading data from a Google Sheet, which likely contains invoice-related information or links to invoices.
  3. Loop Over Items: The workflow then iterates through each item (row) obtained from the Google Sheet, processing them one by one.
  4. Information Extractor (AI): For each item, an AI-powered "Information Extractor" node is used to identify and extract specific data points. This is where the core AI magic happens, likely parsing text to find invoice numbers, dates, amounts, vendor names, etc.
  5. Edit Fields (Set): After extraction, the "Edit Fields" node (Set) is used to transform or structure the extracted data, preparing it for subsequent steps.
  6. Filter: A "Filter" node allows for conditional branching based on the extracted information. This could be used to categorize invoices, flag certain types, or determine if further action is needed.
  7. Gmail: Depending on the filter's outcome, the workflow can interact with Gmail, potentially sending notifications, forwarding invoices, or requesting human review for flagged items.
  8. OpenAI Chat Model (AI): An "OpenAI Chat Model" is available, suggesting the workflow can also engage in conversational AI tasks, perhaps to summarize invoice details or answer questions about them.
  9. AI Agent (AI): An "AI Agent" node is also present, indicating the potential for more complex, multi-step AI reasoning and action planning based on the invoice data.
  10. Sticky Note: A "Sticky Note" is included, likely for documentation or temporary notes within the workflow design.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance (self-hosted or cloud).
  • Google Account: With access to Google Sheets for the "Google Sheets" node and potentially Gmail for the "Gmail" node.
  • OpenAI API Key: Required for the "OpenAI Chat Model" and "AI Agent" nodes to utilize OpenAI's language models.
  • LangChain Credentials/Setup: The AI Agent and Information Extractor nodes are based on LangChain, so appropriate setup for LangChain within n8n is necessary.

Setup/Usage

  1. Import the workflow: Download the JSON definition and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your Google Sheets credentials (OAuth 2.0 recommended) for accessing your spreadsheet.
    • Set up your Gmail credentials (OAuth 2.0 recommended) if you plan to send emails.
    • Configure your OpenAI API Key credentials for the AI-related nodes.
  3. Adjust Google Sheets Node:
    • Specify the Spreadsheet ID and Sheet Name from which to read invoice data.
    • Ensure the data in your Google Sheet is structured in a way that the "Information Extractor" can process it.
  4. Configure Information Extractor:
    • Define the schema or prompts within the "Information Extractor" node to specify what information you want to extract from your invoice data (e.g., invoice number, date, total amount, vendor, line items).
  5. Customize Edit Fields: Adjust the "Edit Fields" (Set) node to map the extracted data to the desired output format.
  6. Set up Filter Logic: Define the conditions in the "Filter" node that dictate how items should be processed (e.g., if total amount > X, if vendor is Y, etc.).
  7. Configure Gmail Node: If using, set up the recipient, subject, and body of the email based on the extracted invoice data.
  8. Activate the Workflow: Once configured, activate the workflow. You can then trigger it manually using the "When clicking ‘Execute workflow’" node.

Related Templates

AI multi-agent executive team for entrepreneurs with Gemini, Perplexity and WhatsApp

This workflow is an AI-powered multi-agent system built for startup founders and small business owners who want to automate decision-making, accountability, research, and communication, all through WhatsApp. The “virtual executive team,” is designed to help small teams to work smarter. This workflow sends you market analysis, market and sales tips, It can also monitor what your competitors are doing using perplexity (Research agent) and help you stay a head, or make better decisions. And when you feeling stuck with your start-up accountability director is creative enough to break the barrier 🎯 Core Features 🧑‍💼 1. President (Super Agent) Acts as the main controller that coordinates all sub-agents. Routes messages, assigns tasks, and ensures workflow synchronization between the AI Directors. 📊 2. Sales & Marketing Director Uses SerpAPI to search for market opportunities, leads, and trends. Suggests marketing campaigns, keywords, or outreach ideas. Can analyze current engagement metrics to adjust content strategy. 🕵️‍♀️ 3. Business Research Director Powered by Perplexity AI for competitive and market analysis. Monitors competitor moves, social media engagement, and product changes. Provides concise insights to help the founder adapt and stay ahead. ⏰ 4. Accountability Director Keeps the founder and executive team on track. Sends motivational nudges, task reminders, and progress reports. Promotes consistency and discipline — key traits for early-stage success. 🗓️ 5. Executive Secretary Handles scheduling, email drafting, and reminders. Connects with Google Calendar, Gmail, and Sheets through OAuth. Automates follow-ups, meeting summaries, and notifications directly via WhatsApp. 💬 WhatsApp as the Main Interface Interact naturally with your AI team through WhatsApp Business API. All responses, updates, and summaries are delivered to your chat. Ideal for founders who want to manage operations on the go. ⚙️ How It Works Trigger: The workflow starts from a WhatsApp Trigger node (via Meta Developer Account). Routing: The President agent analyzes the incoming message and determines which Director should handle it. Processing: Marketing or sales queries go to the Sales & Marketing Director. Research questions are handled by the Business Research Director. Accountability tasks are assigned to the Accountability Director. Scheduling or communication requests are managed by the Secretary. Collaboration: Each sub-agent returns results to the President, who summarizes and sends the reply back via WhatsApp. Memory: Context is maintained between sessions, ensuring personalized and coherent communication. 🧩 Integrations Required Gemini API – for general intelligence and task reasoning Supabase- for RAG and postgres persistent memory Perplexity API – for business and competitor analysis SerpAPI – for market research and opportunity scouting Google OAuth – to connect Sheets, Calendar, and Gmail WhatsApp Business API – for message triggers and responses 🚀 Benefits Acts like a team of tireless employees available 24/7. Saves time by automating research, reminders, and communication. Enhances accountability and strategy consistency for founders. Keeps operations centralized in a simple WhatsApp interface. 🧰 Setup Steps Create API credentials for: WhatsApp (via Meta Developer Account) Gemini, Perplexity, and SerpAPI Google OAuth (Sheets, Calendar, Gmail) Create a supabase account at supabase Add the credentials in the corresponding n8n nodes. Customize the system prompts for each Director based on your startup’s needs. Activate and start interacting with your virtual executive team on WhatsApp. Use Case You are a small organisation or start-up that can not afford hiring; marketing department, research department and secretar office, then this workflow is for you 💡 Need Customization? Want to tailor it for your startup or integrate with CRM tools like Notion or HubSpot? You can easily extend the workflow or contact the creator for personalized support. Consider adjusting the system prompt to suite your business

ShadrackBy Shadrack
331

🎓 How to transform unstructured email data into structured format with AI agent

This workflow automates the process of extracting structured, usable information from unstructured email messages across multiple platforms. It connects directly to Gmail, Outlook, and IMAP accounts, retrieves incoming emails, and sends their content to an AI-powered parsing agent built on OpenAI GPT models. The AI agent analyzes each email, identifies relevant details, and returns a clean JSON structure containing key fields: From – sender’s email address To – recipient’s email address Subject – email subject line Summary – short AI-generated summary of the email body The extracted information is then automatically inserted into an n8n Data Table, creating a structured database of email metadata and summaries ready for indexing, reporting, or integration with other tools. --- Key Benefits ✅ Full Automation: Eliminates manual reading and data entry from incoming emails. ✅ Multi-Source Integration: Handles data from different email providers seamlessly. ✅ AI-Driven Accuracy: Uses advanced language models to interpret complex or unformatted content. ✅ Structured Storage: Creates a standardized, query-ready dataset from previously unstructured text. ✅ Time Efficiency: Processes emails in real time, improving productivity and response speed. *✅ Scalability: Easily extendable to handle additional sources or extract more data fields. --- How it works This workflow automates the transformation of unstructured email data into a structured, queryable format. It operates through a series of connected steps: Email Triggering: The workflow is initiated by one of three different email triggers (Gmail, Microsoft Outlook, or a generic IMAP account), which constantly monitor for new incoming emails. AI-Powered Parsing & Structuring: When a new email is detected, its raw, unstructured content is passed to a central "Parsing Agent." This agent uses a specified OpenAI language model to intelligently analyze the email text. Data Extraction & Standardization: Following a predefined system prompt, the AI agent extracts key information from the email, such as the sender, recipient, subject, and a generated summary. It then forces the output into a strict JSON structure using a "Structured Output Parser" node, ensuring data consistency. Data Storage: Finally, the clean, structured data (the from, to, subject, and summarize fields) is inserted as a new row into a specified n8n Data Table, creating a searchable and reportable database of email information. --- Set up steps To implement this workflow, follow these configuration steps: Prepare the Data Table: Create a new Data Table within n8n. Define the columns with the following names and string type: From, To, Subject, and Summary. Configure Email Credentials: Set up the credential connections for the email services you wish to use (Gmail OAuth2, Microsoft Outlook OAuth2, and/or IMAP). Ensure the accounts have the necessary permissions to read emails. Configure AI Model Credentials: Set up the OpenAI API credential with a valid API key. The workflow is configured to use the model, but this can be changed in the respective nodes if needed. Connect the Nodes: The workflow canvas is already correctly wired. Visually confirm that the email triggers are connected to the "Parsing Agent," which is connected to the "Insert row" (Data Table) node. Also, ensure the "OpenAI Chat Model" and "Structured Output Parser" are connected to the "Parsing Agent" as its AI model and output parser, respectively. Activate the Workflow: Save the workflow and toggle the "Active" switch to ON. The triggers will begin polling for new emails according to their schedule (e.g., every minute), and the automation will start processing incoming messages. --- Need help customizing? Contact me for consulting and support or add me on Linkedin.

DavideBy Davide
1616

Automate RSS to social media pipeline with AI, Airtable & GetLate for multiple platforms

Overview Automates your complete social media content pipeline: sources articles from Wallabag RSS, generates platform-specific posts with AI, creates contextual images, and publishes via GetLate API. Built with 63 nodes across two workflows to handle LinkedIn, Instagram, and Bluesky—with easy expansion to more platforms. Ideal for: Content marketers, solo creators, agencies, and community managers maintaining a consistent multi-platform presence with minimal manual effort. How It Works Two-Workflow Architecture: Content Aggregation Workflow Monitors Wallabag RSS feeds for tagged articles (to-share-linkedin, to-share-instagram, etc.) Extracts and converts content from HTML to Markdown Stores structured data in Airtable with platform assignment AI Generation & Publishing Workflow Scheduled trigger queries Airtable for unpublished content Routes to platform-specific sub-workflows (LinkedIn, Instagram, Bluesky) LLM generates optimized post text and image prompts based on custom brand parameters Optionally generates AI images and hosts them on Imgbb CDN Publishes via GetLate API (immediate or draft mode) Updates Airtable with publication status and metadata Key Features: Tag-based content routing using Wallabag's native system Swappable AI providers (Groq, OpenAI, Anthropic) Platform-specific optimization (tone, length, hashtags, CTAs) Modular design—duplicate sub-workflows to add new platforms in \~30 minutes Centralized Airtable tracking with 17 data points per post Set Up Steps Setup time: \~45-60 minutes for initial configuration Create accounts and get API keys (\~15 min) Wallabag (with RSS feeds enabled) GetLate (social media publishing) Airtable (create base with provided schema—see sticky notes) LLM provider (Groq, OpenAI, or Anthropic) Image service (Hugging Face, Fal.ai, or Stability AI) Imgbb (image hosting) Configure n8n credentials (\~10 min) Add all API keys in n8n's credential manager Detailed credential setup instructions in workflow sticky notes Set up Airtable database (\~10 min) Create "RSS Feed - Content Store" base Add 19 required fields (schema provided in workflow sticky notes) Get Airtable base ID and API key Customize brand prompts (\~15 min) Edit "Set Custom SMCG Prompt" node for each platform Define brand voice, tone, goals, audience, and image preferences Platform-specific examples provided in sticky notes Configure platform settings (\~10 min) Set GetLate account IDs for each platform Enable/disable image generation per platform Choose immediate publish vs. draft mode Adjust schedule trigger frequency Test and deploy Tag test articles in Wallabag Monitor the first few executions in draft mode Activate workflows when satisfied with the output Important: This is a proof-of-concept template. Test thoroughly with draft mode before production use. Detailed setup instructions, troubleshooting tips, and customization guidance are in the workflow's sticky notes. Technical Details 63 nodes: 9 Airtable operations, 8 HTTP requests, 7 code nodes, 3 LangChain LLM chains, 3 RSS triggers, 3 GetLate publishers Supports: Multiple LLM providers, multiple image generation services, unlimited platforms via modular architecture Tracking: 17 metadata fields per post, including publish status, applied parameters, character counts, hashtags, image URLs Prerequisites n8n instance (self-hosted or cloud) Accounts: Wallabag, GetLate, Airtable, LLM provider, image generation service, Imgbb Basic understanding of n8n workflows and credential configuration Time to customize prompts for your brand voice Detailed documentation, Airtable schema, prompt examples, and troubleshooting guides are in the workflow's sticky notes. Category Tags social-media-automation, ai-content-generation, rss-to-social, multi-platform-posting, getlate-api, airtable-database, langchain, workflow-automation, content-marketing

Mikal Hayden-GatesBy Mikal Hayden-Gates
188