Sales Invoice Processing & Email Notification Workflow with Google Drive or Microsoft 365
By using this workflow, businesses can eliminate manual data entry from invoices or claim forms. All key fields—such as contact information, invoice number, total, and due date—are extracted automatically and recorded in a centralized spreadsheet, while instant notifications are sent via email for tracking and approval.
This workflow automates the process of extracting structured data from uploaded sales invoices or claims forms using Google Gemini, logs the extracted data into a spreadsheet (Google Sheets or Microsoft Excel), and sends automated email notifications (via Gmail or Outlook) upon new document submissions.
Documentation
This workflow automates the extraction and management of sales invoices or claim documents using Google Gemini and n8n. It’s designed for finance teams, agencies, or small businesses that handle frequent invoice uploads and want to remove manual data entry. Once a document is submitted through a form or uploaded to a cloud drive (Google Drive or Microsoft OneDrive), the workflow extracts all relevant fields, records them into a spreadsheet (Google Sheets or Microsoft Excel), and notifies team members via email (Gmail or Outlook).
The workflow follows this step-by-step process:
- The workflow is triggered by a new file upload to a cloud storage folder or via a form submission.
- Google Gemini analyzes the document and extracts structured data (e.g., contact name, invoice number, total, tax).
- An Information Extractor node cleans and validates the data to match a standardized schema.
- The structured results are appended automatically to a spreadsheet (Google Sheets or Microsoft Excel) for tracking.
- An email notification is sent via Gmail or Outlook, summarizing the submission details for quick review or approval.
Benefits for Customers / Users
- Eliminates Manual Entry – Automatically extracts invoice data without manual typing or spreadsheet editing.
- Real-Time Alerts – Sends instant email notifications whenever new invoices are processed.
- Centralized Tracking – Stores all structured data in a single spreadsheet for easier reporting and auditing.
- AI-Powered Accuracy – Uses Google Gemini’s intelligence to understand and extract complex invoice layouts.
- Platform Flexibility – Can be implemented using either Google Workspace or Microsoft 365 ecosystem based on your organization's preference.
- Error Reduction – Minimizes human input mistakes and ensures consistency in recorded financial data.
