Rakin Jakaria This workflow corresponds to n8n.io template #7905 — we link there as the canonical source.
This workflow follows the Agent → Gmail recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"id": "eOgIRm4wzZec7jkD",
"meta": {
"templateCredsSetupCompleted": true
},
"name": "AI Invoice Agent",
"tags": [],
"nodes": [
{
"id": "a3c4602c-fde7-4fed-9f6b-71a08a51f9ce",
"name": "When clicking \u2018Execute workflow\u2019",
"type": "n8n-nodes-base.manualTrigger",
"position": [
-2944,
448
],
"parameters": {},
"typeVersion": 1
},
{
"id": "89a82cb6-c972-4a06-9f7e-29e3f322ad89",
"name": "Google Sheets",
"type": "n8n-nodes-base.googleSheets",
"position": [
-2752,
448
],
"parameters": {
"options": {},
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1d7CWcM_Ge6s2iaoGXOsxykLQFsDa_iyEFyP0qxJ9Qbs/edit#gid=0",
"cachedResultName": "Sheet1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "1d7CWcM_Ge6s2iaoGXOsxykLQFsDa_iyEFyP0qxJ9Qbs",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1d7CWcM_Ge6s2iaoGXOsxykLQFsDa_iyEFyP0qxJ9Qbs/edit?usp=drivesdk",
"cachedResultName": "Client Invoices"
}
},
"typeVersion": 4.6
},
{
"id": "95b66133-04fe-42fd-b906-8e742efa1b27",
"name": "Filter",
"type": "n8n-nodes-base.filter",
"position": [
-2528,
448
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "afe0ae0a-9f88-4605-b064-223db0c34522",
"operator": {
"name": "filter.operator.equals",
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.Status }}",
"rightValue": "Pending"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "2ab041df-a151-4eb7-b38d-b75b4c76fa91",
"name": "Edit Fields",
"type": "n8n-nodes-base.set",
"position": [
-2304,
448
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "eae2796d-a5bb-4bc1-a4f6-26abc64e2185",
"name": "\tInvoice ID",
"type": "string",
"value": "={{ $json['\tInvoice ID'] }}"
},
{
"id": "72f18799-575f-4c4c-9f67-02a9dc9a45ab",
"name": "Client Name",
"type": "string",
"value": "={{ $json['Client Name'] }}"
},
{
"id": "66338ec2-a287-4319-b0a2-89c6e2915d07",
"name": "Client Address",
"type": "string",
"value": "={{ $json['Client Address'] }}"
},
{
"id": "9e9dceea-5fe0-4be8-8ddb-826b9e569dea",
"name": "Project Name\t",
"type": "string",
"value": "={{ $json['Project Name\t'] }}"
},
{
"id": "82d90cd2-1075-41d0-a251-242498884069",
"name": "Amount (USD)",
"type": "number",
"value": "={{ $json['Amount (USD)'] }}"
},
{
"id": "b84b6393-bfc2-494a-b8e1-3f918734088f",
"name": "Invoice Date",
"type": "string",
"value": "={{ $now.format('yyyy-MM-dd') }}"
},
{
"id": "889bc329-2802-4670-8d0e-88e97f25be65",
"name": "Due Date",
"type": "string",
"value": "={{ $now.plus({day: 7}).format('yyyy-MM-dd') }}"
}
]
}
},
"typeVersion": 3.4
},
{
"id": "bab29942-290c-43f0-940f-0a6a2553ba97",
"name": "Loop Over Items",
"type": "n8n-nodes-base.splitInBatches",
"position": [
-2080,
448
],
"parameters": {
"options": {}
},
"typeVersion": 3
},
{
"id": "fe9ce649-2590-4569-879e-1933f32ddf57",
"name": "AI Agent",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
-1760,
208
],
"parameters": {
"text": "=You are a professional invoicing assistant for a creative agency called \"Upward Engine\". Generate a polite, professional email to a client who has received an invoice as a PDF attachment. Include the client name, project name, invoice amount, invoice ID, invoice date, and due date.\n\nThe tone should be friendly but business-oriented, and the purpose is to inform the client that the invoice is attached, and to kindly request timely payment. End with a thank-you message and sign off as \"Upward Engine Team\".\n\nHere is the invoice data:\n- Client name: {{ $json['Client Name'] }}\n- Project Name: {{ $json['Project Name\t'] }}\n- Invoice Amount: {{ $json['Amount (USD)'] }}\n- Invoice ID: {{ $json['\tInvoice ID'] }}\n- Invoice Date: {{ $json['Invoice Date'] }}\n- Due Date: {{ $json['Due Date'] }}",
"options": {},
"promptType": "define"
},
"typeVersion": 2
},
{
"id": "f6d889e9-5bf0-48a7-8562-bd45ced618fc",
"name": "Information Extractor",
"type": "@n8n/n8n-nodes-langchain.informationExtractor",
"position": [
-1424,
208
],
"parameters": {
"text": "={{ $json.output }}",
"options": {},
"attributes": {
"attributes": [
{
"name": "email subject",
"description": "subject of the mail"
},
{
"name": "email body",
"description": "email body without the subject"
}
]
}
},
"typeVersion": 1.2
},
{
"id": "012075eb-1e97-4d49-9b36-2a2e22ccdbdc",
"name": "CraftMyPDF",
"type": "n8n-nodes-craftmypdf.craftMyPdf",
"position": [
-1072,
352
],
"parameters": {
"data": "={\n\"company_name\": \"Upward Engine\",\n \"company_address\": \"Silicon Valey, USA\",\n \"company_email\": \"admin@upwardengine.com\",\n \"bill_to\": \"{{ $('Edit Fields').item.json['Client Name'] }}\",\n \"bill_to_address\": \"{{ $('Edit Fields').item.json['Client Address'] }}\",\n \"invoice_no\": \"{{ $('Edit Fields').item.json['\tInvoice ID'] }}\",\n \"invoice_date\": \"{{ $('Edit Fields').item.json['Invoice Date'] }}\",\n \"invoice_due_date\": \"{{ $('Edit Fields').item.json['Due Date'] }}\",\n \"footer\": \"Thank you for working with Upward Engine\",\n \"balance\": \"{{ $('Edit Fields').item.json['Amount (USD)'] }}\",\n \"project_name\": \"{{ $('Edit Fields').item.json['Project Name\t'] }}\",\n \"currency\": \"$\"\n\n}",
"resource": "pdf",
"templateId": "YOUR_TEMPLATE_ID",
"export_type": "file"
},
"typeVersion": 1
},
{
"id": "8f9cbcf4-0162-41ba-8934-3a2490e213bb",
"name": "Gmail",
"type": "n8n-nodes-base.gmail",
"position": [
-848,
352
],
"parameters": {
"sendTo": "={{ $('Google Sheets').item.json['Client Email'] }}",
"message": "={{ $('Information Extractor').item.json.output['email body'] }}",
"options": {
"attachmentsUi": {
"attachmentsBinary": [
{
"property": "output.pdf"
}
]
},
"appendAttribution": false
},
"subject": "={{ $('Information Extractor').item.json.output['email subject'] }}",
"emailType": "text"
},
"typeVersion": 2.1
},
{
"id": "d2249aba-b9ef-451b-9646-e529836c38aa",
"name": "Google Sheets1",
"type": "n8n-nodes-base.googleSheets",
"position": [
-608,
448
],
"parameters": {
"columns": {
"value": {
"Status": "Completed",
"Due Date": "={{ $('Edit Fields').item.json['Due Date'] }}",
"\tInvoice ID": "={{ $('Edit Fields').item.json['\tInvoice ID'] }}",
"Invoice Date": "={{ $('Edit Fields').item.json['Invoice Date'] }}"
},
"schema": [
{
"id": "\tInvoice ID",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "\tInvoice ID",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Client Name",
"type": "string",
"display": true,
"required": false,
"displayName": "Client Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Client Email",
"type": "string",
"display": true,
"required": false,
"displayName": "Client Email",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Client Address",
"type": "string",
"display": true,
"required": false,
"displayName": "Client Address",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Project Name\t",
"type": "string",
"display": true,
"required": false,
"displayName": "Project Name\t",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Amount (USD)",
"type": "string",
"display": true,
"required": false,
"displayName": "Amount (USD)",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Status",
"type": "string",
"display": true,
"required": false,
"displayName": "Status",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Invoice Date",
"type": "string",
"display": true,
"required": false,
"displayName": "Invoice Date",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Due Date",
"type": "string",
"display": true,
"required": false,
"displayName": "Due Date",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [
"\tInvoice ID"
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "appendOrUpdate",
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1d7CWcM_Ge6s2iaoGXOsxykLQFsDa_iyEFyP0qxJ9Qbs/edit#gid=0",
"cachedResultName": "Sheet1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "1d7CWcM_Ge6s2iaoGXOsxykLQFsDa_iyEFyP0qxJ9Qbs",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1d7CWcM_Ge6s2iaoGXOsxykLQFsDa_iyEFyP0qxJ9Qbs/edit?usp=drivesdk",
"cachedResultName": "Client Invoices"
}
},
"typeVersion": 4.6
},
{
"id": "499dbf0b-3c1a-4a86-930e-d792834635d2",
"name": "GPT - 4.1 mini",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
-1584,
480
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4.1-mini"
},
"options": {}
},
"credentials": {
"openAiApi": {
"name": "<your credential>"
}
},
"typeVersion": 1.2
},
{
"id": "81872408-4ad6-4bf7-8f45-aecfd9dadddd",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-4000,
-320
],
"parameters": {
"color": 2,
"width": 912,
"height": 1152,
"content": "\u2705 Make sure **CraftMyPDF** node is installed in your n8n otherwise it will show error. If first time it doesn't shows the **CraftMyPDF** node then install it then delete the complete workflow and reuse/reupload the workflow again:\n\n---\n\n# \ud83d\udee0 Setup Guide\n\nFollow these steps to get started:\n\n1. **Prepare your Google Sheet**\n\n * Connect your **Client Invoices** sheet in the **Google Sheets** node.\n * Make sure the sheet has columns like: *Invoice ID, Client Name, Client Email, Client Address, Project Name, Amount (USD), Status, Invoice Date, Due Date*.\n * This sheet will store invoice data and track payment status.\n\n2. **Filter pending invoices**\n\n * The **Filter** node only processes rows where `Status = Pending`.\n * Update invoice data accordingly before running the workflow.\n\n3. **Edit invoice fields**\n\n * The **Edit Fields** node automatically sets the `Invoice Date` to today and calculates a `Due Date` (7 days later).\n * It also maps client info and project details from the sheet.\n\n4. **Generate the client email draft**\n\n * The **AI Agent** creates a polite, professional email using your invoice details.\n * The **Information Extractor** separates the subject and body for structured email sending.\n\n5. **Create the invoice PDF**\n\n * Connect your [CraftMyPDF](https://craftmypdf.com/) account and replace `YOUR_TEMPLATE_ID` with your template.\n * The invoice includes company info, client details, project name, invoice amount, and payment due date.\n\n6. **Send the invoice email**\n\n * Connect your **Gmail** account in the **Gmail** node.\n * It sends the AI-generated email with the invoice PDF attached to the client\u2019s email.\n\n7. **Update invoice status in Google Sheets**\n\n * After sending, the **Google Sheets1** node updates the row by marking the invoice `Status` as **Completed** along with invoice and due dates.\n\nOnce set up, this workflow will **automatically generate invoices, send them via email with PDFs attached, and update your sheet** \ud83d\udce9\ud83d\udcca\n\n---\n"
},
"typeVersion": 1
},
{
"id": "a036c3db-df20-49a6-a42d-93559a8f245a",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
-2992,
-304
],
"parameters": {
"color": 2,
"width": 480,
"height": 448,
"content": "## Start here: Step-by Step Youtube Tutorial :star:\n[](https://youtu.be/r8Cg7hTMFdg)"
},
"typeVersion": 1
}
],
"active": false,
"settings": {
"executionOrder": "v1"
},
"versionId": "71a433b1-d1c0-432b-942d-a7c45cf021e4",
"connections": {
"Gmail": {
"main": [
[
{
"node": "Google Sheets1",
"type": "main",
"index": 0
}
]
]
},
"Filter": {
"main": [
[
{
"node": "Edit Fields",
"type": "main",
"index": 0
}
]
]
},
"AI Agent": {
"main": [
[
{
"node": "Information Extractor",
"type": "main",
"index": 0
}
]
]
},
"CraftMyPDF": {
"main": [
[
{
"node": "Gmail",
"type": "main",
"index": 0
}
]
]
},
"Edit Fields": {
"main": [
[
{
"node": "Loop Over Items",
"type": "main",
"index": 0
}
]
]
},
"Google Sheets": {
"main": [
[
{
"node": "Filter",
"type": "main",
"index": 0
}
]
]
},
"GPT - 4.1 mini": {
"ai_languageModel": [
[
{
"node": "AI Agent",
"type": "ai_languageModel",
"index": 0
},
{
"node": "Information Extractor",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Google Sheets1": {
"main": [
[
{
"node": "Loop Over Items",
"type": "main",
"index": 0
}
]
]
},
"Loop Over Items": {
"main": [
[],
[
{
"node": "AI Agent",
"type": "main",
"index": 0
}
]
]
},
"Information Extractor": {
"main": [
[
{
"node": "CraftMyPDF",
"type": "main",
"index": 0
}
]
]
},
"When clicking \u2018Execute workflow\u2019": {
"main": [
[
{
"node": "Google Sheets",
"type": "main",
"index": 0
}
]
]
}
}
}
Credentials you'll need
Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.
openAiApi
Pro
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About this workflow
The AI Invoice Agent automates the invoice creation, email delivery, and status tracking process for client billing. It ensures invoices are generated, sent professionally, and updated in Google Sheets with minimal manual work. Trigger Activated manually () when you want to…
Source: https://n8n.io/workflows/7905/ — original creator credit. Request a take-down →
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