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

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 dateemail, dateinvoice, invoicenr, description, provider, netamount, vat, grossamount, 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