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 →
{
"name": "AI Invoice Processing & Payment Approval Automation",
"nodes": [
{
"parameters": {
"pollTimes": {
"item": [
{
"mode": "everyMinute"
}
]
},
"simple": false,
"filters": {},
"options": {
"downloadAttachments": true
}
},
"type": "n8n-nodes-base.gmailTrigger",
"typeVersion": 1.4,
"position": [
0,
0
],
"id": "e3cef5ab-2276-4064-b34d-f84be1d541c5",
"name": "Gmail Trigger",
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"operation": "pdf",
"binaryPropertyName": "attachment_0",
"options": {}
},
"type": "n8n-nodes-base.extractFromFile",
"typeVersion": 1.1,
"position": [
176,
0
],
"id": "0c9edf9d-c774-4c68-85ef-62f0c6bb6599",
"name": "Extract from File"
},
{
"parameters": {
"promptType": "define",
"text": "=You are an invoice data extraction assistant.\n\nExtract invoice information from the invoice text provided below.\n\nReturn the information according to the connected output parser.\n\nInvoice text:\n{{ $json.text }}\n\nRules:\n- Extract the actual values from the provided invoice text.\n- Do not use example or hardcoded values.\n- Do not invent information.\n- If a field is not present, return an empty string for text fields and 0 for numeric fields.\n- Extract all invoice line items.\n- Calculate subtotal, tax, and total only when they are clearly available in the invoice.\n- Preserve the invoice number exactly as written.\n- Return only the structured output required by the output parser.",
"hasOutputParser": true,
"options": {}
},
"type": "@n8n/n8n-nodes-langchain.agent",
"typeVersion": 3.1,
"position": [
352,
0
],
"id": "d703b9b2-ee30-4f84-b412-911b56abf24f",
"name": "AI Agent",
"retryOnFail": true
},
{
"parameters": {
"model": "llama-3.3-70b-versatile",
"options": {}
},
"type": "@n8n/n8n-nodes-langchain.lmChatGroq",
"typeVersion": 1,
"position": [
352,
144
],
"id": "51dca4c9-29b9-4675-9c9c-cda95b284c64",
"name": "Groq Chat Model",
"credentials": {
"groqApi": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"jsonSchemaExample": "{\n \"vendor_name\": \"ABC Software Solutions\",\n \"vendor_email\": \"billing@abcsoftware.example\",\n \"invoice_number\": \"INV-2026-1045\",\n \"invoice_date\": \"2026-08-12\",\n \"due_date\": \"2026-08-26\",\n \"items\": [\n {\n \"description\": \"Automation Platform Subscription\",\n \"quantity\": 1,\n \"unit_price\": 1200\n }\n ],\n \"subtotal\": 1200,\n \"tax\": 120,\n \"total\": 1320,\n \"currency\": \"USD\",\n \"payment_terms\": \"Net 14\"\n}"
},
"type": "@n8n/n8n-nodes-langchain.outputParserStructured",
"typeVersion": 1.3,
"position": [
496,
144
],
"id": "05a17d96-37f5-4f79-8a84-387f7be80ccd",
"name": "Structured Output Parser"
},
{
"parameters": {
"operation": "sendAndWait",
"sendTo": "purposework686@gmail.com",
"subject": "=Invoice Approval Required - {{ $json.output.invoice_number }}",
"message": "=Hello Manager, An invoice requires your approval. Invoice Number: {{ $json.output.invoice_number }} Vendor: {{ $json.output.vendor_name }} Invoice Date: {{ $json.output.invoice_date }} Due Date: {{ $json.output.due_date }} Subtotal: {{ $json.output.subtotal }} Tax: {{ $json.output.tax }} Total: {{ $json.output.total }} {{ $json.output.currency }} Payment Terms: {{ $json.output.payment_terms }} Please review and approve this invoice. Regards, Invoice Automation System",
"approvalOptions": {
"values": {
"approvalType": "double"
}
},
"options": {
"limitWaitTime": {
"values": {
"resumeAmount": 2,
"resumeUnit": "days"
}
}
}
},
"type": "n8n-nodes-base.gmail",
"typeVersion": 2.2,
"position": [
880,
-160
],
"id": "b3c60960-0eda-4e15-8f0b-bd4c67313d28",
"name": "Send message and wait for response",
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"operation": "append",
"documentId": {
"__rl": true,
"value": "1w2sjwVHRhuHM5lFfk_8zV6KC4oDGWPHIxfR64CJmepI",
"mode": "list",
"cachedResultName": "AI Invoice Processing & Payment Approval Automation",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1w2sjwVHRhuHM5lFfk_8zV6KC4oDGWPHIxfR64CJmepI/edit?usp=drivesdk"
},
"sheetName": {
"__rl": true,
"value": "gid=0",
"mode": "list",
"cachedResultName": "Sheet1",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1w2sjwVHRhuHM5lFfk_8zV6KC4oDGWPHIxfR64CJmepI/edit#gid=0"
},
"columns": {
"mappingMode": "defineBelow",
"value": {
"Vendor Name": "={{ $('payment check').item.json.output.vendor_name }}",
"Vendor Email": "={{ $('payment check').item.json.output.vendor_email }}",
"Invoice Number": "={{ $('payment check').item.json.output.invoice_number }}",
"Invoice Date": "={{ $('payment check').item.json.output.invoice_date }}",
"Due Date": "={{ $('payment check').item.json.output.due_date }}",
"Subtotal": "={{ $('payment check').item.json.output.subtotal }}",
"Tax": "={{ $('payment check').item.json.output.tax }}",
"Total": "={{ $('payment check').item.json.output.total }}",
"Currency": "={{ $('payment check').item.json.output.currency }}",
"Payment Terms": "={{ $('payment check').item.json.output.payment_terms }}",
"Approval Status": "Approved",
"Processing Status": " Pending Payment"
},
"matchingColumns": [],
"schema": [
{
"id": "Vendor Name",
"displayName": "Vendor Name",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Vendor Email",
"displayName": "Vendor Email",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Invoice Number",
"displayName": "Invoice Number",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Invoice Date",
"displayName": "Invoice Date",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Due Date",
"displayName": "Due Date",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Subtotal",
"displayName": "Subtotal",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Tax",
"displayName": "Tax",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Total",
"displayName": "Total",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Currency",
"displayName": "Currency",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Payment Terms",
"displayName": "Payment Terms",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Approval Status",
"displayName": "Approval Status",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Processing Status",
"displayName": "Processing Status",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
}
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {}
},
"type": "n8n-nodes-base.googleSheets",
"typeVersion": 4.7,
"position": [
1280,
-272
],
"id": "b892242b-0fef-4912-8dd1-552a6636e7d5",
"name": "Append row in sheet",
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"conditions": {
"options": {
"caseSensitive": true,
"leftValue": "",
"typeValidation": "strict",
"version": 3
},
"conditions": [
{
"id": "86ee8af6-b8a8-4c0f-9234-192b0a37fdc1",
"leftValue": "={{ $json.output.total }}",
"rightValue": 1000,
"operator": {
"type": "number",
"operation": "gt"
}
}
],
"combinator": "and"
},
"options": {}
},
"type": "n8n-nodes-base.if",
"typeVersion": 2.3,
"position": [
656,
0
],
"id": "92e170cf-d162-46d1-9831-0fff90a5b95f",
"name": "payment check"
},
{
"parameters": {
"conditions": {
"options": {
"caseSensitive": true,
"leftValue": "",
"typeValidation": "strict",
"version": 3
},
"conditions": [
{
"id": "2d9b39ba-dafa-46d8-ad71-9139857cbcac",
"leftValue": "={{ $json.data.approved }}",
"rightValue": false,
"operator": {
"type": "boolean",
"operation": "true",
"singleValue": true
}
}
],
"combinator": "and"
},
"options": {}
},
"type": "n8n-nodes-base.if",
"typeVersion": 2.3,
"position": [
1072,
-160
],
"id": "1e1d06ce-91c7-4b3d-ae93-fb774c2ce944",
"name": "manager approval"
},
{
"parameters": {
"authentication": "oAuth2",
"workspace": "1217179342419980",
"name": "=Invoice Payment - {{ $('payment check').item.json.output.invoice_number }} - {{ $('payment check').item.json.output.vendor_name }}",
"otherProperties": {
"due_on": "={{ $('payment check').item.json.output.due_date.toDateTime().format('yyyy-MM-dd') }}",
"notes": "=Invoice Details\n\nVendor: {{ $('payment check').item.json.output.vendor_name }}\nVendor Email: {{ $('payment check').item.json.output.vendor_email }}\nInvoice Number: {{ $('payment check').item.json.output.invoice_number }}\nInvoice Date: {{ $('payment check').item.json.output.invoice_date }}\nDue Date:{{ $('payment check').item.json.output.due_date }}\n\nSubtotal:{{ $('payment check').item.json.output.subtotal }}\nTax: {{ $('payment check').item.json.output.tax }}\nTotal: {{ $('payment check').item.json.output.total }}{{ $('payment check').item.json.output.currency }}\n\nPayment Terms: {{ $('payment check').item.json.output.payment_terms }}\n\nApproval Status: Approved"
}
},
"type": "n8n-nodes-base.asana",
"typeVersion": 1,
"position": [
1456,
-272
],
"id": "d8467bce-6661-42b5-8eec-ad8dd6a67a78",
"name": "Create a task",
"credentials": {
"asanaOAuth2Api": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"authentication": "oAuth2",
"operation": "move",
"id": "={{ $json.gid }}",
"projectId": "1217400235692441",
"section": "1217400235692444"
},
"type": "n8n-nodes-base.asana",
"typeVersion": 1,
"position": [
1616,
-272
],
"id": "a7219dc7-e9f3-4735-bbad-f5106a3eb10e",
"name": "Move a task",
"credentials": {
"asanaOAuth2Api": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"sendTo": "={{ $('AI Agent').item.json.output.vendor_email }}",
"subject": "=Invoice Rejected - {{ $('AI Agent').item.json.output.invoice_number }}",
"emailType": "text",
"message": "=Hello {{ $('AI Agent').item.json.output.vendor_name }}, Your invoice has not been approved. Invoice Number: {{ $('AI Agent').item.json.output.invoice_number }} Invoice Total: {{ $('AI Agent').item.json.output.total }} {{ $('AI Agent').item.json.output.currency }} Please contact the relevant department if you require further information. Regards, Finance Department",
"options": {}
},
"type": "n8n-nodes-base.gmail",
"typeVersion": 2.2,
"position": [
1296,
-64
],
"id": "fe88cae2-1c4c-44a2-beae-46fed1099c24",
"name": "Send a message",
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"operation": "append",
"documentId": {
"__rl": true,
"value": "1w2sjwVHRhuHM5lFfk_8zV6KC4oDGWPHIxfR64CJmepI",
"mode": "list",
"cachedResultName": "AI Invoice Processing & Payment Approval Automation",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1w2sjwVHRhuHM5lFfk_8zV6KC4oDGWPHIxfR64CJmepI/edit?usp=drivesdk"
},
"sheetName": {
"__rl": true,
"value": "gid=0",
"mode": "list",
"cachedResultName": "Sheet1",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1w2sjwVHRhuHM5lFfk_8zV6KC4oDGWPHIxfR64CJmepI/edit#gid=0"
},
"columns": {
"mappingMode": "defineBelow",
"value": {
"Vendor Name": "={{ $('AI Agent').item.json.output.vendor_name }}",
"Vendor Email": "={{ $('AI Agent').item.json.output.vendor_email }}",
"Invoice Number": "={{ $('AI Agent').item.json.output.invoice_number }}",
"Invoice Date": "={{ $('AI Agent').item.json.output.invoice_date }}",
"Due Date": "={{ $('AI Agent').item.json.output.due_date }}",
"Subtotal": "={{ $('AI Agent').item.json.output.subtotal }}",
"Tax": "={{ $('AI Agent').item.json.output.tax }}",
"Total": "={{ $('AI Agent').item.json.output.total }}",
"Currency": "={{ $('AI Agent').item.json.output.currency }}",
"Payment Terms": "={{ $('AI Agent').item.json.output.payment_terms }}",
"Approval Status": "Auto-Approved",
"Processing Status": "Pending Payment"
},
"matchingColumns": [],
"schema": [
{
"id": "Vendor Name",
"displayName": "Vendor Name",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Vendor Email",
"displayName": "Vendor Email",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Invoice Number",
"displayName": "Invoice Number",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Invoice Date",
"displayName": "Invoice Date",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Due Date",
"displayName": "Due Date",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Subtotal",
"displayName": "Subtotal",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Tax",
"displayName": "Tax",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Total",
"displayName": "Total",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Currency",
"displayName": "Currency",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Payment Terms",
"displayName": "Payment Terms",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Approval Status",
"displayName": "Approval Status",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
},
{
"id": "Processing Status",
"displayName": "Processing Status",
"required": false,
"defaultMatch": false,
"display": true,
"type": "string",
"canBeUsedToMatch": true
}
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {}
},
"type": "n8n-nodes-base.googleSheets",
"typeVersion": 4.7,
"position": [
880,
144
],
"id": "5006a94a-00f1-43bd-b330-74cd32809a27",
"name": "Append row in sheet1",
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"authentication": "oAuth2",
"workspace": "1217179342419980",
"name": "=Auto Payment -{{ $json['Invoice Number'] }} - {{ $json['Vendor Name'] }}",
"otherProperties": {
"due_on": "={{ $json['Due Date'].toDateTime().format('yyyy-MM-dd') }}",
"notes": "=Invoice Details\n\nVendor: {{ $json['Vendor Name'] }}\nVendor Email: {{ $json['Vendor Email'] }}\nInvoice Number: {{ $json['Invoice Number'] }}\nInvoice Date: {{ $json['Invoice Date'] }}\nDue Date: {{ $json['Due Date'] }}\n\nSubtotal: {{ $json.Subtotal }}\nTax: {{ $json.Tax }}\nTotal: {{ $json.Total }} {{ $json.Currency }}\n\nPayment Terms: {{ $json['Payment Terms'] }}\n\nApproval Status: Auto-Approved",
"projects": [
"1217400235692441"
]
}
},
"type": "n8n-nodes-base.asana",
"typeVersion": 1,
"position": [
1104,
144
],
"id": "a1d5e565-fa7c-4d52-8abd-1364f34cc6db",
"name": "Create a task1",
"credentials": {
"asanaOAuth2Api": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"authentication": "oAuth2",
"operation": "move",
"id": "={{ $json.gid }}",
"projectId": "1217400235692441",
"section": "1217400235692444"
},
"type": "n8n-nodes-base.asana",
"typeVersion": 1,
"position": [
1328,
144
],
"id": "950eba1c-4e82-4b0f-93ee-d2dfd2b63beb",
"name": "Move a task1",
"credentials": {
"asanaOAuth2Api": {
"name": "<your credential>"
}
}
}
],
"connections": {
"Gmail Trigger": {
"main": [
[
{
"node": "Extract from File",
"type": "main",
"index": 0
}
]
]
},
"Extract from File": {
"main": [
[
{
"node": "AI Agent",
"type": "main",
"index": 0
}
]
]
},
"Groq Chat Model": {
"ai_languageModel": [
[
{
"node": "AI Agent",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Structured Output Parser": {
"ai_outputParser": [
[
{
"node": "AI Agent",
"type": "ai_outputParser",
"index": 0
}
]
]
},
"AI Agent": {
"main": [
[
{
"node": "payment check",
"type": "main",
"index": 0
}
]
]
},
"Send message and wait for response": {
"main": [
[
{
"node": "manager approval",
"type": "main",
"index": 0
}
]
]
},
"payment check": {
"main": [
[
{
"node": "Send message and wait for response",
"type": "main",
"index": 0
}
],
[
{
"node": "Append row in sheet1",
"type": "main",
"index": 0
}
]
]
},
"manager approval": {
"main": [
[
{
"node": "Append row in sheet",
"type": "main",
"index": 0
}
],
[
{
"node": "Send a message",
"type": "main",
"index": 0
}
]
]
},
"Append row in sheet": {
"main": [
[
{
"node": "Create a task",
"type": "main",
"index": 0
}
]
]
},
"Create a task": {
"main": [
[
{
"node": "Move a task",
"type": "main",
"index": 0
}
]
]
},
"Append row in sheet1": {
"main": [
[
{
"node": "Create a task1",
"type": "main",
"index": 0
}
]
]
},
"Create a task1": {
"main": [
[
{
"node": "Move a task1",
"type": "main",
"index": 0
}
]
]
}
},
"active": false,
"settings": {
"executionOrder": "v1",
"binaryMode": "separate",
"availableInMCP": false
},
"versionId": "7dfdd178-4211-454e-a4aa-70b68c6053cc",
"meta": {
"templateCredsSetupCompleted": true
},
"nodeGroups": [],
"id": "USUXuFW32NNiAH9z",
"tags": []
}
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.
asanaOAuth2ApigmailOAuth2googleSheetsOAuth2ApigroqApi
Pro
For the full experience including quality scoring and batch install features for each workflow upgrade to Pro
About this workflow
AI Invoice Processing & Payment Approval Automation. Uses gmailTrigger, agent, lmChatGroq, outputParserStructured. Event-driven trigger; 15 nodes.
Source: https://github.com/syedaramishaihtisham/AI-Invoice-Processing-Automation/blob/main/workflow.json — original creator credit. Request a take-down →
Related workflows
Workflows that share integrations, category, or trigger type with this one. All free to copy and import.
n8n-ai-mail-sender. Uses telegram, agent, lmChatGroq, outputParserStructured. Event-driven trigger; 14 nodes.
Telegram, Agent, Groq Chat +4
This n8n workflow automates your entire B2B outreach pipeline from lead discovery to personalized cold email delivery. Submit a form, let Apollo find and enrich your leads, review AI-generated emails
Output Parser Structured, Agent, Groq Chat +4
Enterprise-grade resume screening automation built for production environments. This workflow combines intelligent AI analysis with comprehensive error handling to ensure reliable processing of candid
Gmail Trigger, Google Drive, HTTP Request +6
This workflow generates LinkedIn post ideas and drafts with OpenAI, routes approvals through Gmail replies, tracks each content cycle in Google Sheets, and publishes the selected draft to LinkedIn as
Agent, OpenAI Chat, Output Parser Structured +4
*Tags: AI Agent, Supply Chain, Logistics, Circular Economy, Route Planning, Transportation, GPS API*
Gmail Trigger, Output Parser Structured, Agent +4