SmartInvoice AI Flow
Automates PDF invoice processing from upload to approval using GPT-4o and Google Sheets
Trusted by
Uses Google and OpenAI APIs for secure document automation and email approval flows; fully compliant with data-handling policies
Success Story
A European manufacturer automated processing of 140,000 invoices per year, cutting manual effort by ~60 % using AI invoice automation tools
Integrates with
Problem
Finance teams spend hours each week extracting and validating data from PDF invoices, manually copying details into spreadsheets and waiting for email approvals — a slow, error-prone process that delays payments
Solution
SmartInvoice AI Flow automates collection, AI-based data extraction, approval routing, and record storage. Invoices move from email or Drive to approval and into Google Sheets in minutes — not hours
Result
- Reduce processing time by up to 85 % - Eliminate manual data entry errors - Maintain real-time visibility of all invoice statuses
Use Cases
SmartInvoice AI Flow streamlines invoice management from receipt to approval. It monitors Gmail, Google Drive, and web uploads for new PDF invoices, extracts text, and uses GPT-4o to parse and categorize invoice data into structured JSON. The system then sends an email approval form to a reviewer, records their decision, and logs approved entries into Google Sheets for audit and reporting. Finance teams gain speed, accuracy, and clear approval trails without manual data entry
Integrations
Connect to your existing tools seamlessly
Technology Stack
Automation
Automation
Infrastructure
Implementation Timeline
Connect Google Drive & Gmail
1–2 hLink Google Drive and Gmail accounts as data sources for incoming invoices and related emails. Verify authentication and file access
Configure OpenAI API & LangChain Templates
1–1.5 hSet up OpenAI API keys and build LangChain prompt templates for document parsing and summarization logic
Set Up Email Flow & Google Sheets Storage
1–1.5 hCreate automated approval email logic and configure Google Sheets for structured data storage and tracking
Run Sample Invoices & Verify Mapping
1 hTest workflow using sample invoices to confirm correct field extraction and data mapping between tools
Activate Daily Automation Trigger
0.5–1 hSchedule daily execution of the full workflow, validate end-to-end automation, and finalize deployment
Support Included
Includes ready-to-import n8n JSON workflow, setup guide for Google APIs and OpenAI keys, plus sample schema for invoice parsing and approval
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