Finance

EmailInvoice AI Extractor

Automates extraction of invoice data from email PDF attachments to Airtable using GPT-4o — fast, accurate, zero manual entry

Trusted by

Leverages Google Gmail APIs, Airtable API, and OpenAI GPT-4o — all trusted platforms widely used in automation

Success Story

Thermo Fisher Scientific reduced invoice processing time by 70 %, with 53 % of invoices processed without human involvement using AI document understanding

Integrates with

gmail-api-to-fetch-incoming-emails-and-attachmentsconvertapi-pdf-to-jpg-conversionairtable-api-vendor-table-invoices-table-upsertsopenai-api-for-gpt-4o-extraction

⏱️

Processing time

4 h/day→~1 h/day

✅

Extraction accuracy

85 %→~98 %

👥

Duplicate workflow

manual→automated

Problem

Finance teams spend significant time manually opening email attachments, extracting invoice data, then entering that information into databases or spreadsheets. This process is slow, error-prone, and not scalable

Solution

This agent automates the full flow: it monitors Gmail for invoices, converts PDFs to images if needed, applies GPT-4o for data extraction, matches vendor IDs in Airtable, writes structured records, and labels processed emails — all hands-free

Result

- Reduce manual invoice processing time by 60–80 % - Increase data accuracy and consistency - Scale invoice intake without adding headcount

Use Cases

invoice-automationap-automationemail-invoice-processingai-invoice-extractiongpt-4oairtable-integrationgmailpdfconvertapigpt-4oairtablevendor-matchingdata-extraction

EmailInvoice AI Extractor is built for finance teams to streamline invoice processing from email attachments. It listens for new emails with PDF invoices, converts PDFs to images when needed, uses GPT-4o to extract key invoice fields (dates, vendor, line items, amounts), looks up vendor records in Airtable to find matching IDs, and upserts the structured invoice records into an “Invoices” table. Finally, it labels processed emails to prevent duplicate work. This AI-driven workflow reduces manual effort, increases accuracy, and ensures that your accounts payable system is always up to date. Ideal for businesses dealing with moderate-to-high email invoice volume and seeking to eliminate repetitive tasks

Integrations

gmail-api-to-fetch-incoming-emails-and-attachmentsconvertapi-pdf-to-jpg-conversionairtable-api-vendor-table-invoices-table-upsertsopenai-api-for-gpt-4o-extraction

Connect to your existing tools seamlessly

Technology Stack

Automation

openai-gpt-4o-via-langchain-n8n

Automation

n8n-workflow-engine

Infrastructure

cloud-or-docker-deployment-with-gmail-oauth2-and-airtable-credentials

Implementation Timeline

≈ 2–7 days

Set Up Gmail Trigger & Filters

1–1.5 h

Configure Gmail to detect incoming invoice emails, apply filters for PDF attachments, and define trigger conditions for automation

Configure ConvertAPI for PDF → Image Conversion

1 h

Integrate ConvertAPI to convert PDF attachments into images for optimal GPT-4o text extraction performance

Build GPT-4o Prompt & Extraction Schema

1–1.5 h

Create and test the GPT-4o prompt with structured schema to extract key invoice data — vendor, date, amount, and line items

Map Vendor Matching Logic & Airtable Tables

1 h

Link extracted vendor data to existing Airtable records and configure “Invoices” table fields for upsert automation

Label Processed Emails & Deploy Workflow

0.5–1 h

Add Gmail labeling to prevent duplicates, perform final testing, and activate full automation for continuous operation

Support Included

Includes n8n JSON template, example GPT-4o prompt schema, setup guide for Gmail, ConvertAPI, and Airtable credentials