{ "id": "qqEyPIiXqpshnSKv", "meta": { "templateCredsSetupCompleted": true }, "name": "Create a work4all incoming invoice from email attachments using AI", "tags": [], "nodes": [ { "id": "e66e1fd3-d063-4ee3-9c6f-62cf8b3e0776", "name": "Sticky Note - Description", "type": "n8n-nodes-base.stickyNote", "position": [ 12368, 7072 ], "parameters": { "width": 460, "height": 680, "content": "## Create a work4all incoming invoice from email attachments using AI\n\nThis **sub-workflow** is called by a parent workflow with one email item whose attachments are passed as binary data. The attachments are read by AI, structured invoice data is extracted, and the **work4all** node books the incoming invoice with the original files attached.\n\n### How it works\n1. Keeps only emails that carry a readable PDF / XML / JSON attachment.\n2. Extracts invoice data in one of two modes (**Extraction config**):\n - **`backend`** (default) \u2014 work4all AI backend, uses the **work4all** credential.\n - **`llm`** \u2014 your own **OpenAI-compatible** model (*Call LLM*).\n3. Normalises the result, books the incoming invoice and attaches the files.\n\n### Setup\n1. Add your **work4all** credential.\n2. Call this workflow from a parent that supplies the email + attachments.\n\n### Customization\n- **Extraction mode** \u2014 default is `backend` (work4all AI). For your own model, set **Extraction config** to `llm` and add an **OpenAI-compatible** credential on *Call LLM*.\n- Switch provider/model in *Call LLM* and the `MODEL` constant in *Build LLM messages* (must support **PDF / file input**).\n\nRequires a work4all account and the verified `n8n-nodes-work4all` node." }, "typeVersion": 1 }, { "id": "78f97643-5f70-480a-b97b-026145b05ebe", "name": "Sticky Note - Input", "type": "n8n-nodes-base.stickyNote", "position": [ 12912, 7680 ], "parameters": { "color": 7, "width": 704, "height": 368, "content": "## 1 \u00b7 Input & validation\nReceives the email from the parent workflow and keeps only items that carry a readable PDF / XML / JSON attachment." }, "typeVersion": 1 }, { "id": "637606f7-39aa-4f71-99eb-988f55e33661", "name": "Sticky Note - Extract", "type": "n8n-nodes-base.stickyNote", "position": [ 14304, 7376 ], "parameters": { "color": 7, "width": 470, "height": 492, "content": "## 3 \u00b7 Extract invoice data\nBoth modes read the attachments and return the same structured invoice JSON \u2014 via the work4all AI backend or an OpenAI-compatible LLM (*Build LLM messages* \u2192 *Call LLM*)." }, "typeVersion": 1 }, { "id": "455c54ab-3f25-4139-a6d0-ae08ce274bf6", "name": "Sticky Note - Book", "type": "n8n-nodes-base.stickyNote", "position": [ 15520, 7488 ], "parameters": { "color": 7, "width": 736, "height": 312, "content": "## 5 \u00b7 Book in work4all\nNormalises currency and dates, creates the incoming invoice in work4all and attaches the original files." }, "typeVersion": 1 }, { "id": "8dac390a-f06a-4a85-bb4f-130559fc4448", "name": "When called by parent workflow", "type": "n8n-nodes-base.executeWorkflowTrigger", "position": [ 12960, 7872 ], "parameters": { "inputSource": "passthrough" }, "typeVersion": 1.1 }, { "id": "592be2b9-c567-4474-b715-ecbd62727f5a", "name": "Has attachments?", "type": "n8n-nodes-base.if", "position": [ 13184, 7872 ], "parameters": { "options": { "ignoreCase": false }, "conditions": { "options": { "version": 3, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "7ea39fb4-a88f-4f20-85d2-6daea27f1c16", "operator": { "type": "boolean", "operation": "equals" }, "leftValue": "={{ Object.keys($binary ?? {}).length > 0 }}", "rightValue": true } ] } }, "typeVersion": 2.3 }, { "id": "166ec2d0-b6a8-464c-b876-1ad81472a68c", "name": "Build LLM messages", "type": "n8n-nodes-base.code", "position": [ 14352, 7696 ], "parameters": { "mode": "runOnceForEachItem", "jsCode": "// \u2699\ufe0f CONFIG: set your OpenAI-compatible model here\nconst MODEL = \"policy/EU-Sonnet-4-6\";\n\nconst item = $input.item;\n\nlet content = [\n {\n type: \"text\",\n text: `\nReturn ONLY valid JSON.\nDo not use markdown.\nDo not wrap in triple backticks.\nDo not add explanations before or after the JSON.\n\nUse exactly this shape:\n{\n \"found_invoice\": true,\n \"reason\": \"short explanation\",\n \"relevantAttachmentKeys\": [\"attachment_0\"],\n \"invoiceData\": {\n \"supplierCode\": null,\n \"supplierName\": null,\n \"supplierCustomerNumberAtSupplier\": null,\n \"supplierContactMailAddress\": null,\n \"supplierIban\": null,\n \"projectCode\": null,\n \"projectNumber\": null,\n \"projectName\": null,\n \"invoiceNumberSupplier\": null,\n \"note\": null,\n \"invoiceDate\": null,\n \"paymentTermDays\": null,\n \"discount1Rate\": null,\n \"discount1Days\": null,\n \"discount2Rate\": null,\n \"discount2Days\": null,\n \"currencyCode\": null,\n \"invoiceItems\": [\n {\n \"account\": null,\n \"costCenter\": null,\n \"costGroup\": null,\n \"projectCode\": null,\n \"taxRate\": null,\n \"netAmount\": null,\n \"grossAmount\": null,\n \"vatAmount\": null,\n \"note\": null\n }\n ]\n }\n}\n\nRules:\n- found_invoice = true only if at least one attachment is clearly an incoming supplier invoice / Eingangsrechnung / XRechnung / receipt relevant for accounting.\n- relevantAttachmentKeys must contain the original attachment keys like \"attachment_0\".\n- invoiceData field names must match exactly.\n- The note field should hold a short description, e.g. the supplier company name combined with the invoice period.\n- Each invoiceItems note should be a short note, not more than 50 characters.\n- Dates must be ISO-8601 strings if known, otherwise null.\n- Do not invent values.\n- Aggregate invoiceItems by VAT rate (Mehrwertsteuersatz), not by raw line item.\n- Return one invoiceItems entry per VAT bucket.\n- Sum netAmount, vatAmount and grossAmount per VAT bucket.\n- Only fill account, costCenter, costGroup, projectCode, taxCode if explicitly present in the documents.\n- If no invoice is found, return:\n {\n \"found_invoice\": false,\n \"reason\": \"...\",\n \"relevantAttachmentKeys\": [],\n \"invoiceData\": {\n \"supplierCode\": null,\n \"supplierName\": null,\n \"supplierCustomerNumberAtSupplier\": null,\n \"supplierContactMailAddress\": null,\n \"supplierIban\": null,\n \"projectCode\": null,\n \"projectNumber\": null,\n \"projectName\": null,\n \"invoiceNumberSupplier\": null,\n \"note\": null,\n \"invoiceDate\": null,\n \"paymentTermDays\": null,\n \"discount1Rate\": null,\n \"discount1Days\": null,\n \"discount2Rate\": null,\n \"discount2Days\": null,\n \"currencyCode\": null,\n \"invoiceItems\": []\n }\n }\n`\n }\n];\n\nlet has_xml_or_json = false;\n\nif (item.binary) {\n for (const key of Object.keys(item.binary)) {\n const file = item.binary[key];\n\n const mimeType = file.mimeType || \"\";\n const fileName = file.fileName || \"file\";\n\n const buffer = await this.helpers.getBinaryDataBuffer(0, key);\n const base64 = buffer.toString(\"base64\");\n\n const isPdf =\n mimeType.includes(\"pdf\") ||\n fileName.toLowerCase().endsWith(\".pdf\");\n\n if (isPdf) {\n has_xml_or_json = true;\n content.push({\n type: \"input_file\",\n filename: fileName,\n file_data: `data:application/pdf;base64,${base64}`\n });\n } else if (\n mimeType.includes(\"xml\") ||\n mimeType.includes(\"json\") ||\n fileName.endsWith(\".xml\") ||\n fileName.endsWith(\".json\")\n ) {\n has_xml_or_json = true;\n const text = buffer.toString(\"utf-8\");\n\n content.push({\n type: \"text\",\n text: `Content of ${fileName}:\\n${text}`\n });\n }\n }\n}\n\nreturn {\n json: {\n has_xml_or_json: has_xml_or_json,\n model: MODEL,\n messages: [\n {\n role: \"user\",\n content\n }\n ]\n }\n};" }, "typeVersion": 2 }, { "id": "f656a11f-2883-48ac-8b73-3a9151cd4237", "name": "Has readable attachment?", "type": "n8n-nodes-base.if", "position": [ 13424, 7776 ], "parameters": { "options": {}, "conditions": { "options": { "version": 3, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "a5d662cb-f633-4648-bc88-bcc9362b9630", "operator": { "type": "boolean", "operation": "true", "singleValue": true }, "leftValue": "={{ Object.values($binary ?? {}).some(f => /pdf|xml|json/i.test(((f.mimeType || '') + ' ' + (f.fileName || '')))) }}", "rightValue": "" } ] } }, "typeVersion": 2.3 }, { "id": "9fc590c7-a747-4619-9612-df85a34d6bb7", "name": "Call LLM", "type": "n8n-nodes-base.httpRequest", "position": [ 14576, 7696 ], "parameters": { "url": "https://router.eu.requesty.ai/v1/chat/completions", "method": "POST", "options": {}, "jsonBody": "={{ $json }}", "sendBody": true, "sendHeaders": true, "specifyBody": "json", "authentication": "predefinedCredentialType", "headerParameters": { "parameters": [ { "name": "Accept", "value": "application/json" } ] }, "nodeCredentialType": "openAiApi" }, "typeVersion": 4.4 }, { "id": "416e69af-4831-4438-bc55-47645db328b4", "name": "Parse extraction result", "type": "n8n-nodes-base.code", "position": [ 14976, 7600 ], "parameters": { "mode": "runOnceForEachItem", "jsCode": "function removeNullish(value) {\n if (Array.isArray(value)) {\n return value.map(removeNullish);\n }\n if (value && typeof value === \"object\") {\n return Object.fromEntries(\n Object.entries(value)\n .filter(([, v]) => v !== undefined && v !== null && v !== \"\")\n .map(([k, v]) => [k, removeNullish(v)])\n );\n }\n return value;\n}\n\n// LLM path returns an OpenAI envelope ($json.choices[0].message.content);\n// the work4all AI backend returns the payload directly (often as a plain JSON string).\nlet raw = $json && $json.choices ? $json.choices[0].message.content : $json;\n\nlet parsed;\nif (typeof raw === \"string\") {\n raw = raw\n .replace(/^```json\\s*/i, \"\")\n .replace(/^```\\s*/i, \"\")\n .replace(/\\s*```$/, \"\")\n .trim();\n parsed = raw ? JSON.parse(raw) : {};\n} else {\n parsed = raw ?? {};\n}\n\nreturn {\n json: {\n found_invoice: parsed.found_invoice === true,\n reason: parsed.reason ?? \"\",\n relevantAttachmentKeys: parsed.relevantAttachmentKeys ?? [],\n invoiceData: removeNullish(parsed.invoiceData ?? {}),\n },\n binary: $input.item.binary,\n};" }, "typeVersion": 2 }, { "id": "6ce97f81-cbb8-4c0d-af82-2f2ee828293c", "name": "Has invoice?", "type": "n8n-nodes-base.if", "position": [ 15200, 7600 ], "parameters": { "options": {}, "conditions": { "options": { "version": 3, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "6573bc49-61be-476e-95d7-3f9b4e26b1c9", "operator": { "type": "boolean", "operation": "true", "singleValue": true }, "leftValue": "={{ $json.found_invoice }}", "rightValue": "" } ] } }, "typeVersion": 2.3 }, { "id": "a76861d5-716f-48d8-bf94-6174f511f99d", "name": "Filter attachments & normalize", "type": "n8n-nodes-base.code", "position": [ 15568, 7584 ], "parameters": { "mode": "runOnceForEachItem", "jsCode": "const relevantKeys = $json.relevantAttachmentKeys || [];\nconst sourceBinary = $('When called by parent workflow').item.binary || {};\n\nconst keptBinary = Object.fromEntries(\n relevantKeys\n .filter((key) => sourceBinary[key])\n .map((key) => [key, sourceBinary[key]])\n);\n\nconst invoiceData = { ...($json.invoiceData || {}) };\ninvoiceData.currency = \"EUR\";\ndelete invoiceData.currencyCode;\n\nfor (const key of [\"invoiceDate\", \"entryDate\", \"receiptDate\"]) {\n if (\n typeof invoiceData[key] === \"string\" &&\n /^\\d{4}-\\d{2}-\\d{2}$/.test(invoiceData[key])\n ) {\n invoiceData[key] = `${invoiceData[key]}T00:00:00Z`;\n }\n}\n\nconst receiptDate = $('When called by parent workflow').item.json.receivedDateTime;\n\ninvoiceData.receiptDate = receiptDate;\ninvoiceData.entryDate = receiptDate;\n\nreturn {\n json: {\n ...$json,\n invoiceData,\n relevantAttachmentKeys: relevantKeys,\n },\n binary: keptBinary,\n};" }, "typeVersion": 2 }, { "id": "14556c93-cc8c-41bb-9b00-e2cd136406c0", "name": "Create incoming invoice", "type": "n8n-nodes-work4all.work4all", "position": [ 15792, 7584 ], "parameters": { "dataMode": "json", "attachmentsJson": "={{ ($json.relevantAttachmentKeys || []).map(k => ({ binaryPropertyName: k })) }}", "attachmentsMode": "json", "invoiceDataJson": "={{$json.invoiceData}}" }, "typeVersion": 1 }, { "id": "b6f276dc-7eb3-4022-a8a2-53267f220c80", "name": "Format work4all result", "type": "n8n-nodes-base.code", "position": [ 16016, 7584 ], "parameters": { "mode": "runOnceForEachItem", "jsCode": "return {\n json: {\n messageId: $('When called by parent workflow').item.json.id,\n errors: $json.errors,\n invoiceData: $json.data\n }\n};" }, "typeVersion": 2 }, { "id": "30af0f13-15e8-482a-8209-a000b190baa3", "name": "No invoice - skip", "type": "n8n-nodes-base.noOp", "position": [ 15776, 7968 ], "parameters": {}, "typeVersion": 1 }, { "id": "75dcd732-3065-4e5a-bba9-f87fdda02d50", "name": "Build result (no invoice)", "type": "n8n-nodes-base.code", "position": [ 16016, 7968 ], "parameters": { "mode": "runOnceForEachItem", "jsCode": "return {\n json: {\n messageId: $('When called by parent workflow').item.json.id,\n success: true\n }\n};" }, "typeVersion": 2 }, { "id": "cc7f976e-5085-42ab-9a8e-7a78155009d3", "name": "Extraction config", "type": "n8n-nodes-base.set", "position": [ 13744, 7600 ], "parameters": { "options": { "stripBinary": false }, "assignments": { "assignments": [ { "id": "a1b2c3d4-+123456789001", "name": "extractionMode", "type": "string", "value": "backend" } ] }, "includeOtherFields": true }, "typeVersion": 3.4 }, { "id": "cc5a7d76-6063-4f73-a15e-3c4382b0bb8e", "name": "Use work4all AI backend?", "type": "n8n-nodes-base.if", "position": [ 13968, 7600 ], "parameters": { "options": {}, "conditions": { "options": { "version": 3, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "b1b2c3d4-+123456789002", "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.extractionMode }}", "rightValue": "backend" } ] } }, "typeVersion": 2.3 }, { "id": "2c7e4d91-6af3-458a-9fa7-f4d32917b300", "name": "Extract invoice data", "type": "n8n-nodes-work4all.work4all", "position": [ 14576, 7504 ], "parameters": { "operation": "extractInvoiceData" }, "credentials": { "work4allOAuth2Api": { "name": "" } }, "typeVersion": 1 }, { "id": "147f7d49-6d33-4547-a819-86c90e39ca4a", "name": "Sticky Note - Extraction mode", "type": "n8n-nodes-base.stickyNote", "position": [ 13712, 7472 ], "parameters": { "color": 7, "width": 446, "height": 336, "content": "## 2 \u00b7 Choose extraction mode\nSet `extractionMode` in **Extraction config**: `backend` (work4all AI backend) or `llm` (your own OpenAI-compatible model)." }, "typeVersion": 1 }, { "id": "4e9262e1-c41b-481c-97d4-8678e1cd5810", "name": "Sticky Note - Parse", "type": "n8n-nodes-base.stickyNote", "position": [ 14928, 7488 ], "parameters": { "color": 7, "width": 420, "height": 340, "content": "## 4 \u00b7 Parse & check\nNormalises either output into the same shape and checks whether an invoice was found. If not, booking is skipped." }, "typeVersion": 1 }, { "id": "68c12587-e1d6-4efa-8be4-58b5403e4bb1", "name": "Sticky Note - No invoice", "type": "n8n-nodes-base.stickyNote", "position": [ 15728, 7872 ], "parameters": { "color": 7, "width": 488, "height": 256, "content": "## 6 \u00b7 No invoice\nItems without a usable invoice end here and return a simple skipped result." }, "typeVersion": 1 } ], "active": false, "settings": { "binaryMode": "separate", "executionOrder": "v1" }, "versionId": "987ac2a4-e699-42e6-ba8b-35ccc0c4fbe7", "connections": { "Call LLM": { "main": [ [ { "node": "Parse extraction result", "type": "main", "index": 0 } ] ] }, "Has invoice?": { "main": [ [ { "node": "Filter attachments & normalize", "type": "main", "index": 0 } ], [ { "node": "No invoice - skip", "type": "main", "index": 0 } ] ] }, "Has attachments?": { "main": [ [ { "node": "Has readable attachment?", "type": "main", "index": 0 } ], [ { "node": "No invoice - skip", "type": "main", "index": 0 } ] ] }, "Extraction config": { "main": [ [ { "node": "Use work4all AI backend?", "type": "main", "index": 0 } ] ] }, "No invoice - skip": { "main": [ [ { "node": "Build result (no invoice)", "type": "main", "index": 0 } ] ] }, "Build LLM messages": { "main": [ [ { "node": "Call LLM", "type": "main", "index": 0 } ] ] }, "Extract invoice data": { "main": [ [ { "node": "Parse extraction result", "type": "main", "index": 0 } ] ] }, "Create incoming invoice": { "main": [ [ { "node": "Format work4all result", "type": "main", "index": 0 } ] ] }, "Parse extraction result": { "main": [ [ { "node": "Has invoice?", "type": "main", "index": 0 } ] ] }, "Has readable attachment?": { "main": [ [ { "node": "Extraction config", "type": "main", "index": 0 } ], [ { "node": "No invoice - skip", "type": "main", "index": 0 } ] ] }, "Use work4all AI backend?": { "main": [ [ { "node": "Extract invoice data", "type": "main", "index": 0 } ], [ { "node": "Build LLM messages", "type": "main", "index": 0 } ] ] }, "Filter attachments & normalize": { "main": [ [ { "node": "Create incoming invoice", "type": "main", "index": 0 } ] ] }, "When called by parent workflow": { "main": [ [ { "node": "Has attachments?", "type": "main", "index": 0 } ] ] } } }