Automate invoice processing with Gmail, OCR.space, Slack & Xero

How It Works

1. Trigger: Watches for new emails in Gmail with PDF/image attachments. 2. OCR: Sends the attachment to OCR.space API (https://ocr.space/OCRAPI) to extract invoice text. 3. Parsing: Extracts key fields: - Vendor - Invoice number - Amount - Currency - Invoice date - Due date - Description 4. Validation Logic: - Checks if amount is valid - Ensures vendor and invoice number are present - Flags high-value invoices (e.g., over $10,000) 5. Routing: - If invalid: - Sends a Slack message highlighting issues - Labels email as Rejected - If valid: - Logs the invoice into Google Sheets - Sends a Slack message to the finance team for approval - After approval, creates a draft invoice in Xero - Labels the email as Processed in Gmail

Set up steps

• Estimated setup time: 45-60 mins • You’ll need connected credentials for Gmail, Slack, Google Sheets, and Xero • Replace the default API key for OCR.space with your own (in the HTTP Request node) • Update Slack channel IDs and label IDs to match your workspace • Adjust invoice validation rules as needed (e.g. currency, red flag conditions)

All detailed explanations and field mappings are provided in sticky notes within the workflow.