{ "id": "YjkCtn2HLgYCvHjO", "name": "Automatically create work4all invoices from Outlook inbox emails", "tags": [], "nodes": [ { "id": "171de5d6-ae50-4edd-8e39-7726adab2e07", "name": "Sticky Note - Description", "type": "n8n-nodes-base.stickyNote", "position": [ 0, 0 ], "parameters": { "width": 460, "height": 760, "content": "## Automatically create work4all invoices from Outlook inbox emails\n\nPolls an Outlook folder for new supplier emails and turns their invoice attachments into incoming invoices in **work4all**. AI extraction and booking are handled by a built-in extraction sub-workflow on the same canvas; the main flow handles scheduling, fetching, error notifications and Outlook categorisation. Built for teams using **work4all** and **Microsoft Outlook** that want to stop entering supplier invoices by hand.\n\n### How it works\n1. A schedule trigger fetches messages from a chosen Outlook folder that aren't yet categorised red or green.\n2. Each message is passed to the built-in **invoice extraction sub-workflow**, which creates the work4all incoming invoice.\n3. The email is categorised by outcome: **green** = booked, **yellow + green** = booked but please review (supplier / account / tax key was set automatically), **red** = error (a notification email is sent).\n\n### Setup\n1. Add your **Microsoft Outlook** credential (inbox + categorisation nodes).\n2. Add your **work4all** credential (*Extract invoice data* + *Create incoming invoice*).\n3. In *Get inbox messages*, choose the folder to monitor.\n4. In *Set error recipients*, enter the error-notification recipient(s).\n5. Make sure the **Red / Green / Yellow** categories exist in your mailbox.\n\n### Customization\n- Change the polling interval on *Poll inbox every minute*.\n- Adjust which Outlook categories are used.\n\nRequires Microsoft Outlook and work4all accounts, plus the verified `n8n-nodes-work4all` node." }, "typeVersion": 1 }, { "id": "0cd2f61c-cf67-4223-a922-014117f6037a", "name": "Sticky Note - Poll", "type": "n8n-nodes-base.stickyNote", "position": [ 528, 432 ], "parameters": { "color": 7, "width": 616, "height": 376, "content": "## 1. Poll the mailbox\nEvery minute, fetch messages from the configured folder that are **not** categorised red or green yet. Choose the folder in *Get inbox messages*." }, "typeVersion": 1 }, { "id": "b8a2154d-dcf7-429e-b559-eabed86656fe", "name": "Sticky Note - Categorise", "type": "n8n-nodes-base.stickyNote", "position": [ 1808, 288 ], "parameters": { "color": 7, "width": 512, "height": 524, "content": "## 3. Categorise the outcome\n**green** = booked \u00b7 **yellow + green** = booked, please review \u00b7 **red** = error. These three categories must exist in your mailbox." }, "typeVersion": 1 }, { "id": "5b707115-09cd-4218-89ba-1aac2c5585e9", "name": "Sticky Note - Extract & book", "type": "n8n-nodes-base.stickyNote", "position": [ 1216, 432 ], "parameters": { "color": 7, "width": 520, "height": 384, "content": "## 2. Extract & book\nEach message is sent to the built-in sub-workflow, which extracts the invoice with AI and books it in work4all. *Has errors?* then routes the result." }, "typeVersion": 1 }, { "id": "76e7127c-3055-4414-ad21-9246795f6c93", "name": "Sticky Note - Error handling", "type": "n8n-nodes-base.stickyNote", "position": [ 1568, 912 ], "parameters": { "color": 7, "width": 760, "height": 344, "content": "## 4. Error handling\nIf the sub-workflow reports an error, send a notification to the configured recipient(s) and mark the email red." }, "typeVersion": 1 }, { "id": "83b7fb82-4f4f-4f9b-ab1c-8b6c9b59e4a8", "name": "Poll inbox every minute", "type": "n8n-nodes-base.scheduleTrigger", "position": [ 576, 624 ], "parameters": { "rule": { "interval": [ { "field": "minutes", "minutesInterval": 1 } ] } }, "typeVersion": 1.3 }, { "id": "2d17e56f-e8af-4422-a443-d24e781e673e", "name": "Set error recipients", "type": "n8n-nodes-base.set", "position": [ 784, 624 ], "parameters": { "options": {}, "assignments": { "assignments": [ { "id": "cfg-recipients", "name": "errorRecipients", "type": "string", "value": "you@example.com" } ] } }, "typeVersion": 3.4 }, { "id": "36adae40-8cab-416d-b0ba-fcc4a06f7930", "name": "Get inbox messages", "type": "n8n-nodes-base.microsoftOutlook", "position": [ 1008, 624 ], "parameters": { "output": "raw", "options": { "downloadAttachments": true }, "filtersUI": { "values": { "filters": { "custom": "not(categories/any(c:c eq 'Red category')) and not(categories/any(c:c eq 'Green category'))", "foldersToInclude": [ "REPLACE_WITH_YOUR_FOLDER_ID" ] } } }, "operation": "getAll", "returnAll": true }, "retryOnFail": true, "typeVersion": 2 }, { "id": "ae9204b7-4e42-40ec-a943-14cc2f97e383", "name": "Run invoice extraction sub-workflow", "type": "n8n-nodes-base.executeWorkflow", "onError": "continueErrorOutput", "position": [ 1264, 624 ], "parameters": { "mode": "each", "options": {}, "workflowId": { "__rl": true, "mode": "list", "value": "YjkCtn2HLgYCvHjO", "cachedResultUrl": "/workflow/YjkCtn2HLgYCvHjO", "cachedResultName": "Automatically create work4all invoices from Outlook inbox emails" }, "workflowInputs": { "value": {}, "schema": [], "mappingMode": "defineBelow", "matchingColumns": [], "attemptToConvertTypes": false, "convertFieldsToString": true } }, "typeVersion": 1.3 }, { "id": "a5442323-6376-481f-a4f5-cadb57d07d5b", "name": "Has errors?", "type": "n8n-nodes-base.if", "position": [ 1584, 608 ], "parameters": { "options": {}, "conditions": { "options": { "version": 3, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "d26a6695-69cd-4253-a407-9ced41587f40", "operator": { "type": "array", "operation": "exists", "singleValue": true }, "leftValue": "={{ $json.errors }}", "rightValue": "" } ] } }, "typeVersion": 2.3 }, { "id": "4708d15c-e761-4e23-8be2-53337c710675", "name": "Extract error", "type": "n8n-nodes-base.code", "position": [ 1600, 1104 ], "parameters": { "mode": "runOnceForEachItem", "jsCode": "return { json: { error: $json.error } };" }, "typeVersion": 2 }, { "id": "41ddc203-67bc-4ffb-b429-b625a9e1b4ad", "name": "Supplier/account/tax key set?", "type": "n8n-nodes-base.if", "position": [ 1872, 560 ], "parameters": { "options": {}, "conditions": { "options": { "version": 3, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "or", "conditions": [ { "id": "d20cbe3b-92aa-4cdf-85ba-1158a2c9f54f", "operator": { "type": "boolean", "operation": "equals" }, "leftValue": "={{ $json.invoiceData.ahf_CreateCompleteIncomingInvoice.newSupplierCreated }}", "rightValue": true }, { "id": "7e81baf3-a1d1-4709-af2a-afbd5f87dd0c", "operator": { "type": "boolean", "operation": "equals" }, "leftValue": "={{ $json.invoiceData.ahf_CreateCompleteIncomingInvoice.accountSet }}", "rightValue": true }, { "id": "9217a33b-c484-4449-84dc-a4223258a114", "operator": { "type": "boolean", "operation": "equals" }, "leftValue": "={{ $json.invoiceData.ahf_CreateCompleteIncomingInvoice.taxKeytSet }}", "rightValue": true } ] } }, "typeVersion": 2.3 }, { "id": "5795c9d9-c98a-4a69-9ab1-d30b7cd3c8a6", "name": "Send error email", "type": "n8n-nodes-base.microsoftOutlook", "position": [ 1888, 1104 ], "parameters": { "subject": "=Invoice workflow \"{{ $workflow.name }}\" reported an error", "bodyContent": "={{ JSON.stringify($json.error ?? $json.errors ?? {}) }}", "toRecipients": "={{ $('Set error recipients').first().json.errorRecipients }}", "additionalFields": {} }, "typeVersion": 2 }, { "id": "5178307a-7c8b-4742-a299-5f18158de3df", "name": "Mark message red", "type": "n8n-nodes-base.microsoftOutlook", "position": [ 2144, 1104 ], "parameters": { "messageId": { "__rl": true, "mode": "id", "value": "={{ $('Get inbox messages').item.json.id }}" }, "operation": "update", "updateFields": { "categories": [ "Red category" ] } }, "typeVersion": 2 }, { "id": "816671de-ad95-4d43-9b1a-85aed7fc271c", "name": "Mark message yellow + green", "type": "n8n-nodes-base.microsoftOutlook", "position": [ 2112, 448 ], "parameters": { "messageId": { "__rl": true, "mode": "id", "value": "={{ $('Get inbox messages').item.json.id }}" }, "operation": "update", "updateFields": { "categories": [ "Yellow category", "Green category" ] } }, "typeVersion": 2 }, { "id": "92a4ab49-4759-483d-84f4-1fa6320f65cb", "name": "Mark message green", "type": "n8n-nodes-base.microsoftOutlook", "position": [ 2112, 656 ], "parameters": { "messageId": { "__rl": true, "mode": "id", "value": "={{ $('Get inbox messages').item.json.id }}" }, "operation": "update", "updateFields": { "categories": [ "Green category" ] } }, "typeVersion": 2 }, { "id": "5bec4487-c3af-4641-97ec-49eca4de74d7", "name": "Sticky Note - Sub-workflow Description", "type": "n8n-nodes-base.stickyNote", "position": [ 3216, 64 ], "parameters": { "color": 7, "width": 460, "height": 680, "content": "## Sub-workflow: extract invoice data from email attachments using AI\nThe main flow calls this part via *Run invoice extraction sub-workflow*. It receives one email with its attachments, reads them with AI, 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### 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**)." }, "typeVersion": 1 }, { "id": "053d3dd8-c88c-40bd-8d13-ba86e597306f", "name": "Sticky Note - Input", "type": "n8n-nodes-base.stickyNote", "position": [ 3760, 592 ], "parameters": { "color": 7, "width": 704, "height": 448, "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": "5744084b-06e4-4e15-bfd2-2c6ae9fe8d7d", "name": "Sticky Note - Extract", "type": "n8n-nodes-base.stickyNote", "position": [ 5152, 320 ], "parameters": { "color": 7, "width": 470, "height": 540, "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": "3d40e4b1-264f-486f-8344-c7e39f278b99", "name": "Sticky Note - Book", "type": "n8n-nodes-base.stickyNote", "position": [ 6368, 320 ], "parameters": { "color": 7, "width": 736, "height": 472, "content": "## 5 \u00b7 Book in work4all\nNormalises currency and dates, creates the incoming invoice in work4all and attaches the original files." }, "typeVersion": 1 }, { "id": "800b38a7-21a6-4b15-90a6-2911ab488a22", "name": "When called by parent workflow", "type": "n8n-nodes-base.executeWorkflowTrigger", "position": [ 3808, 864 ], "parameters": { "inputSource": "passthrough" }, "typeVersion": 1.1 }, { "id": "60401e23-4436-4752-9653-0a63b13bc3e7", "name": "Has attachments?", "type": "n8n-nodes-base.if", "position": [ 4032, 864 ], "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": "31c491c8-d82b-4116-a673-0703889ab124", "name": "Build LLM messages", "type": "n8n-nodes-base.code", "position": [ 5200, 688 ], "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": "ba8e471c-8029-4d1c-9053-4c588dfaf234", "name": "Has readable attachment?", "type": "n8n-nodes-base.if", "position": [ 4272, 768 ], "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": "6c741ed5-bc8d-4881-a04e-45139ff26d97", "name": "Call LLM", "type": "n8n-nodes-base.httpRequest", "position": [ 5424, 688 ], "parameters": { "url": "https://router.eu.requesty.ai/v1/chat/completions", "method": "POST", "options": {}, "jsonBody": "={{ $json }}", "sendBody": true, "sendHeaders": true, "specifyBody": "json", "authentication": "predefinedCredentialType", "headerParameters": { "parameters": [ { "name": "Accept", "value": "application/json" } ] }, "nodeCredentialType": "openAiApi" }, "typeVersion": 4.4 }, { "id": "2dfadd43-7b04-4d1d-b794-7871ee51bbf0", "name": "Parse extraction result", "type": "n8n-nodes-base.code", "position": [ 5824, 592 ], "parameters": { "mode": "runOnceForEachItem", "jsCode": "function removeNullish(value) {\n if (Array.isArray(value)) {\n return value.map(removeNullish);\n }\n if (value && typeof value === \"object\") {\n return Object.fromEntries(\n Object.entries(value)\n .filter(([, v]) => v !== undefined && v !== null && v !== \"\")\n .map(([k, v]) => [k, removeNullish(v)])\n );\n }\n return value;\n}\n\n// LLM path returns an OpenAI envelope ($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": "f57966fa-9f5b-4a44-a99d-7688b7110496", "name": "Has invoice?", "type": "n8n-nodes-base.if", "position": [ 6048, 592 ], "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": "38f1e22e-16dd-4fe5-acde-74c2397209b4", "name": "Filter attachments & normalize", "type": "n8n-nodes-base.code", "position": [ 6416, 576 ], "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": "5f4bdef7-116f-46c6-b387-597cbd5a0ec2", "name": "Create incoming invoice", "type": "n8n-nodes-work4all.work4all", "position": [ 6640, 576 ], "parameters": { "dataMode": "json", "attachmentsJson": "={{ ($json.relevantAttachmentKeys || []).map(k => ({ binaryPropertyName: k })) }}", "attachmentsMode": "json", "invoiceDataJson": "={{$json.invoiceData}}" }, "typeVersion": 1 }, { "id": "e4ddb9a2-81ce-4c6b-941d-2ae7c1ef88e9", "name": "Format work4all result", "type": "n8n-nodes-base.code", "position": [ 6864, 576 ], "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": "6a1b5693-83dc-4608-953f-ee0f9eb56de0", "name": "No invoice - skip", "type": "n8n-nodes-base.noOp", "position": [ 6656, 1088 ], "parameters": {}, "typeVersion": 1 }, { "id": "31cbc4dc-4cdf-4498-aa0d-c8fa2679d7fc", "name": "Build result (no invoice)", "type": "n8n-nodes-base.code", "position": [ 6896, 1088 ], "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": "58a610b5-2455-4926-9122-84bb2a85635f", "name": "Extraction config", "type": "n8n-nodes-base.set", "position": [ 4592, 592 ], "parameters": { "options": { "stripBinary": false }, "assignments": { "assignments": [ { "id": "a1b2c3d4-+12345678900000001", "name": "extractionMode", "type": "string", "value": "backend" } ] }, "includeOtherFields": true }, "typeVersion": 3.4 }, { "id": "e53d64c8-a89e-42ba-a0d8-d9b96681723e", "name": "Use work4all AI backend?", "type": "n8n-nodes-base.if", "position": [ 4816, 592 ], "parameters": { "options": {}, "conditions": { "options": { "version": 3, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "b1b2c3d4-+12345678900000002", "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.extractionMode }}", "rightValue": "backend" } ] } }, "typeVersion": 2.3 }, { "id": "fa9fdc89-d625-4613-8035-f74149e5ddf3", "name": "Extract invoice data", "type": "n8n-nodes-work4all.work4all", "position": [ 5424, 496 ], "parameters": { "operation": "extractInvoiceData" }, "typeVersion": 1 }, { "id": "801e0bce-815a-4005-85a5-7984c248dca6", "name": "Sticky Note - Extraction mode", "type": "n8n-nodes-base.stickyNote", "position": [ 4560, 384 ], "parameters": { "color": 7, "width": 446, "height": 416, "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": "38a325fa-4b97-4f69-b053-294e07051c15", "name": "Sticky Note - Parse", "type": "n8n-nodes-base.stickyNote", "position": [ 5776, 320 ], "parameters": { "color": 7, "width": 420, "height": 500, "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": "de2b6500-7534-4f57-a7b4-72cac1ff5408", "name": "Sticky Note - No invoice", "type": "n8n-nodes-base.stickyNote", "position": [ 6608, 928 ], "parameters": { "color": 7, "width": 488, "height": 320, "content": "## 6 \u00b7 No invoice\nItems without a usable invoice end here and return a simple skipped result." }, "typeVersion": 1 }, { "id": "ab6811e0-9be0-40d0-bcd9-3acf2b4261eb", "name": "Sticky Note - Frame Sub workflow", "type": "n8n-nodes-base.stickyNote", "position": [ 3072, -112 ], "parameters": { "color": "#141414", "width": 4142, "height": 1424, "content": "# [Sub workflow] Extract invoice data with AI & book in work4all" }, "typeVersion": 1 }, { "id": "b0943532-a501-4f0d-acdc-bdec2c26dcc3", "name": "Sticky Note - Frame Main workflow", "type": "n8n-nodes-base.stickyNote", "position": [ -80, -80 ], "parameters": { "color": "#141414", "width": 2494, "height": 1424, "content": "# [Main workflow] Poll Outlook inbox, route & categorise emails" }, "typeVersion": 1 }, { "id": "f1e2d3c4-b5a6-4700-9c00-0002selfref01", "name": "Sticky Note - Self reference", "type": "n8n-nodes-base.stickyNote", "position": [ 1216, 208 ], "parameters": { "color": 3, "width": 360, "height": 150, "content": "## \u26a0\ufe0f First-time setup\nPoint *Run invoice extraction sub-workflow* to **this workflow** \u2014 it then jumps into the sub-workflow on the right." }, "typeVersion": 1 } ], "active": false, "settings": { "binaryMode": "separate", "executionOrder": "v1" }, "versionId": "998cdc4d-a42d-4826-bd39-a5a9115dd320", "connections": { "Call LLM": { "main": [ [ { "node": "Parse extraction result", "type": "main", "index": 0 } ] ] }, "Has errors?": { "main": [ [ { "node": "Send error email", "type": "main", "index": 0 } ], [ { "node": "Supplier/account/tax key set?", "type": "main", "index": 0 } ] ] }, "Has invoice?": { "main": [ [ { "node": "Filter attachments & normalize", "type": "main", "index": 0 } ], [ { "node": "No invoice - skip", "type": "main", "index": 0 } ] ] }, "Extract error": { "main": [ [ { "node": "Send error email", "type": "main", "index": 0 } ] ] }, "Has attachments?": { "main": [ [ { "node": "Has readable attachment?", "type": "main", "index": 0 } ], [ { "node": "No invoice - skip", "type": "main", "index": 0 } ] ] }, "Send error email": { "main": [ [ { "node": "Mark message red", "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 } ] ] }, "Get inbox messages": { "main": [ [ { "node": "Run invoice extraction sub-workflow", "type": "main", "index": 0 } ] ] }, "Extract invoice data": { "main": [ [ { "node": "Parse extraction result", "type": "main", "index": 0 } ] ] }, "Set error recipients": { "main": [ [ { "node": "Get inbox messages", "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 } ] ] }, "Poll inbox every minute": { "main": [ [ { "node": "Set error recipients", "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 } ] ] }, "Supplier/account/tax key set?": { "main": [ [ { "node": "Mark message yellow + green", "type": "main", "index": 0 } ], [ { "node": "Mark message green", "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 } ] ] }, "Run invoice extraction sub-workflow": { "main": [ [ { "node": "Has errors?", "type": "main", "index": 0 } ], [ { "node": "Extract error", "type": "main", "index": 0 } ] ] } } }