Process emailed PDF invoices into QuickBooks bills with OpenAI
Ready for 3.0Ready for 3.0. This template uses no nodes that n8n 3.0 removes. No removed nodes, versions or helpers found. Static check, last run 2026-10-19.
What this workflow does
This AI workflow has 22 nodes and runs on Gmail events. Along the way it connects Gmail, OpenAI Chat Model and QuickBooks Online.
How it runs
Trigger: On Gmail events.
- Config (Edit Fields (Set)): sets 4 fields: realmId, apTeamEmail, sendConfirmation…
- Extract Text from PDF (Extract from File): extracts data from a file (pdf)
- AI Extract Invoice Data (Information Extractor): extracts structured fields from text with AI, with model: OpenAI Chat Model
- Is Invoice? (If): checks a condition and branches into true / false
- Validate Extracted Data (Code): runs custom JavaScript code
- Is Valid? (If): checks a condition and branches into true / false
- Search vendor (QuickBooks Online): get many (vendor)
- Error: Extraction Failed (Gmail): uses Gmail
- Vendor Found? (If): checks a condition and branches into true / false
- Prepare Bill Data (Code): runs custom JavaScript code
…plus 10 more steps. See the full node list below.
Services it uses
Before you upgrade to n8n 3.0
Nothing in this workflow is removed in n8n 3.0, so it should import and run after the upgrade.
- Still check Gmail Trigger below v1.4 runs as v1.4 (drafts skipped, max emails per poll) (Gmail Trigger).
Nodes used (11)
- Gmail Trigger
n8n-nodes-base.gmailTrigger - Edit Fields (Set)
n8n-nodes-base.set - Extract from File
n8n-nodes-base.extractFromFile - Information Extractor
@n8n/n8n-nodes-langchain.informationExtractor - OpenAI Chat Model
@n8n/n8n-nodes-langchain.lmChatOpenAi - If
n8n-nodes-base.if - Code
n8n-nodes-base.code - QuickBooks Online
n8n-nodes-base.quickbooks - Merge
n8n-nodes-base.merge - HTTP Request
n8n-nodes-base.httpRequest - Gmail
n8n-nodes-base.gmail
From the author
AI Invoice Processor for QuickBooks - Email to Bill with PDF Attachment Automatically processes vendor invoices received by email, creates QuickBooks bills with full details, and attaches the original PDF. Who is this for? - Small/medium businesses using…