Ai-powered Invoice Data Extraction & Approval Workflow with Scrapegraphai &…

The workflow JSON

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{
  "id": "VhEwspDqzu7ssFVE",
  "meta": {
    "templateCredsSetupCompleted": true
  },
  "name": "My workflow 2",
  "tags": [
    {
      "id": "DxXGubfBzRKh6L8T",
      "name": "Revenue Optimization",
      "createdAt": "2025-07-25T16:24:30.370Z",
      "updatedAt": "2025-07-25T16:24:30.370Z"
    },
    {
      "id": "IxkcJ2IpYIxivoHV",
      "name": "Content Strategy",
      "createdAt": "2025-07-25T12:57:37.677Z",
      "updatedAt": "2025-07-25T12:57:37.677Z"
    },
    {
      "id": "PAKIJ2Mm9EvRcR3u",
      "name": "Trend Monitoring",
      "createdAt": "2025-07-25T12:57:37.670Z",
      "updatedAt": "2025-07-25T12:57:37.670Z"
    },
    {
      "id": "YtfXmaZk44MYedPO",
      "name": "Dynamic Pricing",
      "createdAt": "2025-07-25T16:24:30.369Z",
      "updatedAt": "2025-07-25T16:24:30.369Z"
    },
    {
      "id": "wJ30mjhtrposO8Qt",
      "name": "Simple RAG",
      "createdAt": "2025-07-28T12:55:14.424Z",
      "updatedAt": "2025-07-28T12:55:14.424Z"
    }
  ],
  "nodes": [
    {
      "id": "4d24fd12-5442-4112-b997-2e6b9ece768c",
      "name": "Email Trigger",
      "type": "n8n-nodes-base.emailReadImap",
      "position": [
        1120,
        832
      ],
      "parameters": {
        "options": {}
      },
      "typeVersion": 2
    },
    {
      "id": "b32637a8-8941-4fea-b6cb-b2272d25eaa4",
      "name": "File Upload Webhook",
      "type": "n8n-nodes-base.webhook",
      "position": [
        1120,
        1008
      ],
      "parameters": {
        "path": "/invoice-upload",
        "options": {
          "rawBody": true
        },
        "responseMode": "responseNode"
      },
      "typeVersion": 2
    },
    {
      "id": "4197b894-434f-42b6-a728-b6773af9b54a",
      "name": "File Processor",
      "type": "n8n-nodes-base.code",
      "position": [
        1424,
        896
      ],
      "parameters": {
        "jsCode": "// Process incoming data from either email or webhook\nconst inputData = $input.all()[0];\nlet invoiceFiles = [];\n\n// Handle email attachments\nif (inputData.json.attachments) {\n  invoiceFiles = inputData.json.attachments\n    .filter(attachment => {\n      const fileName = attachment.filename.toLowerCase();\n      return fileName.endsWith('.pdf') || \n             fileName.endsWith('.png') || \n             fileName.endsWith('.jpg') || \n             fileName.endsWith('.jpeg') ||\n             fileName.endsWith('.tiff') ||\n             fileName.endsWith('.bmp');\n    })\n    .map(attachment => ({\n      filename: attachment.filename,\n      content: attachment.content,\n      contentType: attachment.contentType,\n      source: 'email',\n      sender: inputData.json.from?.text || 'unknown',\n      subject: inputData.json.subject || 'No subject',\n      receivedDate: inputData.json.date || new Date().toISOString()\n    }));\n}\n// Handle direct file uploads\nelse if (inputData.binary) {\n  Object.keys(inputData.binary).forEach(key => {\n    const file = inputData.binary[key];\n    invoiceFiles.push({\n      filename: file.fileName || `upload_${key}`,\n      content: file.data,\n      contentType: file.mimeType,\n      source: 'upload',\n      uploadedDate: new Date().toISOString()\n    });\n  });\n}\n\n// Return each file as separate execution\nreturn invoiceFiles.map((file, index) => ({\n  json: {\n    invoice_id: `INV_${Date.now()}_${index}`,\n    filename: file.filename,\n    source: file.source,\n    sender: file.sender || null,\n    subject: file.subject || null,\n    received_date: file.receivedDate || file.uploadedDate,\n    content_type: file.contentType,\n    processing_status: 'pending',\n    created_at: new Date().toISOString()\n  },\n  binary: {\n    invoice_file: {\n      data: file.content,\n      mimeType: file.contentType,\n      fileName: file.filename\n    }\n  }\n}));"
      },
      "typeVersion": 2
    },
    {
      "id": "44e738e0-652a-40ff-8a9b-d4d8381771ef",
      "name": "ScrapeGraphAI - Invoice Extractor",
      "type": "n8n-nodes-scrapegraphai.scrapegraphAi",
      "position": [
        1744,
        880
      ],
      "parameters": {
        "resource": "scrapeSmartScraper"
      },
      "typeVersion": 1
    },
    {
      "id": "c891bcd4-df84-4fde-930d-e1eba7f679d0",
      "name": "Data Extractor & Cleaner",
      "type": "n8n-nodes-base.code",
      "position": [
        2080,
        912
      ],
      "parameters": {
        "jsCode": "// Enhanced data extraction and cleaning\nconst inputData = $input.all()[0];\nconst extractedData = inputData.json.result?.invoice_data || {};\nconst originalMetadata = inputData.json;\n\nfunction cleanAndValidateData(data) {\n  // Clean and standardize extracted data\n  const cleaned = {\n    // Basic invoice info\n    invoice_number: cleanString(data.invoice_number),\n    invoice_date: standardizeDate(data.invoice_date),\n    due_date: standardizeDate(data.due_date),\n    \n    // Vendor information\n    vendor: {\n      name: cleanString(data.vendor_name),\n      address: cleanString(data.vendor_address),\n      tax_id: cleanString(data.vendor_tax_id || data.vendor_vat || data.tax_id),\n      email: cleanEmail(data.vendor_email),\n      phone: cleanPhone(data.vendor_phone)\n    },\n    \n    // Bill to information\n    bill_to: {\n      name: cleanString(data.bill_to_name),\n      address: cleanString(data.bill_to_address)\n    },\n    \n    // Financial data\n    currency: (data.currency || 'USD').toUpperCase(),\n    amounts: {\n      subtotal: parseAmount(data.subtotal),\n      tax_total: parseAmount(data.tax_total),\n      discount_amount: parseAmount(data.discount_amount || '0'),\n      shipping_amount: parseAmount(data.shipping_amount || '0'),\n      total_amount: parseAmount(data.total_amount)\n    },\n    \n    // Line items\n    line_items: cleanLineItems(data.line_items || []),\n    \n    // Additional info\n    payment_terms: cleanString(data.payment_terms),\n    purchase_order: cleanString(data.purchase_order),\n    notes: cleanString(data.notes),\n    \n    // Processing metadata\n    processing_info: {\n      extracted_at: new Date().toISOString(),\n      confidence_score: calculateConfidenceScore(data),\n      data_completeness: calculateCompleteness(data)\n    }\n  };\n  \n  return cleaned;\n}\n\nfunction cleanString(str) {\n  if (!str || str === 'null' || str === 'undefined') return null;\n  return str.toString().trim().replace(/\\s+/g, ' ');\n}\n\nfunction standardizeDate(dateStr) {\n  if (!dateStr || dateStr === 'null') return null;\n  try {\n    const date = new Date(dateStr);\n    return date.toISOString().split('T')[0]; // Return YYYY-MM-DD format\n  } catch {\n    return dateStr; // Return original if parsing fails\n  }\n}\n\nfunction cleanEmail(email) {\n  if (!email || email === 'null') return null;\n  const emailRegex = /^[^\\s@]+@[^\\s@]+\\.[^\\s@]+$/;\n  return emailRegex.test(email) ? email.toLowerCase() : null;\n}\n\nfunction cleanPhone(phone) {\n  if (!phone || phone === 'null') return null;\n  return phone.replace(/[^\\d+\\-\\(\\)\\s]/g, '').trim();\n}\n\nfunction parseAmount(amount) {\n  if (!amount || amount === 'null') return 0;\n  const cleaned = amount.toString().replace(/[^\\d.-]/g, '');\n  return parseFloat(cleaned) || 0;\n}\n\nfunction cleanLineItems(items) {\n  if (!Array.isArray(items)) return [];\n  \n  return items.map(item => ({\n    description: cleanString(item.description),\n    quantity: parseFloat(item.quantity) || 1,\n    unit_price: parseAmount(item.unit_price),\n    total: parseAmount(item.total),\n    tax_rate: cleanString(item.tax_rate),\n    tax_amount: parseAmount(item.tax_amount || '0')\n  })).filter(item => item.description); // Remove items without description\n}\n\nfunction calculateConfidenceScore(data) {\n  let score = 0;\n  const requiredFields = ['invoice_number', 'vendor_name', 'total_amount', 'invoice_date'];\n  \n  requiredFields.forEach(field => {\n    if (data[field] && data[field] !== 'null') score += 25;\n  });\n  \n  return score;\n}\n\nfunction calculateCompleteness(data) {\n  const allFields = [\n    'invoice_number', 'invoice_date', 'due_date', 'vendor_name', \n    'vendor_address', 'total_amount', 'subtotal', 'line_items'\n  ];\n  \n  const completedFields = allFields.filter(field => \n    data[field] && data[field] !== 'null' && \n    (Array.isArray(data[field]) ? data[field].length > 0 : true)\n  ).length;\n  \n  return Math.round((completedFields / allFields.length) * 100);\n}\n\nconst cleanedData = cleanAndValidateData(extractedData);\n\nreturn [{\n  json: {\n    ...originalMetadata,\n    extracted_invoice_data: cleanedData,\n    processing_status: 'extracted',\n    updated_at: new Date().toISOString()\n  },\n  binary: inputData.binary // Preserve binary data for potential reprocessing\n}];"
      },
      "typeVersion": 2
    },
    {
      "id": "cc08bf61-cb49-4cb5-be64-a9068c7c0486",
      "name": "Validation Rules Engine",
      "type": "n8n-nodes-base.code",
      "position": [
        2400,
        944
      ],
      "parameters": {
        "jsCode": "// Comprehensive validation rules for invoice data\nconst inputData = $input.all()[0];\nconst invoiceData = inputData.json.extracted_invoice_data;\nconst validationResults = {\n  is_valid: true,\n  errors: [],\n  warnings: [],\n  validation_score: 0,\n  business_rules: {\n    duplicate_check: 'pending',\n    amount_threshold: 'pending',\n    vendor_verification: 'pending',\n    date_validation: 'pending'\n  }\n};\n\n// Required field validation\nconst requiredFields = [\n  { field: 'invoice_number', message: 'Invoice number is required' },\n  { field: 'vendor.name', message: 'Vendor name is required' },\n  { field: 'amounts.total_amount', message: 'Total amount is required' },\n  { field: 'invoice_date', message: 'Invoice date is required' }\n];\n\nrequiredFields.forEach(({ field, message }) => {\n  const value = getNestedValue(invoiceData, field);\n  if (!value || value === 0) {\n    validationResults.errors.push(message);\n    validationResults.is_valid = false;\n  } else {\n    validationResults.validation_score += 20;\n  }\n});\n\n// Date validation\nif (invoiceData.invoice_date && invoiceData.due_date) {\n  const invoiceDate = new Date(invoiceData.invoice_date);\n  const dueDate = new Date(invoiceData.due_date);\n  \n  if (dueDate < invoiceDate) {\n    validationResults.errors.push('Due date cannot be before invoice date');\n    validationResults.is_valid = false;\n  } else {\n    validationResults.business_rules.date_validation = 'passed';\n  }\n} else {\n  validationResults.business_rules.date_validation = 'failed';\n}\n\n// Amount validation\nconst amounts = invoiceData.amounts;\nif (amounts) {\n  // Check if total matches calculation\n  const calculatedTotal = amounts.subtotal + amounts.tax_total + amounts.shipping_amount - amounts.discount_amount;\n  const totalDifference = Math.abs(calculatedTotal - amounts.total_amount);\n  \n  if (totalDifference > 0.01) {\n    validationResults.warnings.push(`Total amount mismatch: Expected ${calculatedTotal.toFixed(2)}, got ${amounts.total_amount.toFixed(2)}`);\n  }\n  \n  // Amount threshold check (configurable)\n  const amountThreshold = 10000; // $10,000\n  if (amounts.total_amount > amountThreshold) {\n    validationResults.business_rules.amount_threshold = 'requires_approval';\n    validationResults.warnings.push(`High amount invoice requires additional approval: $${amounts.total_amount}`);\n  } else {\n    validationResults.business_rules.amount_threshold = 'passed';\n  }\n} else {\n  validationResults.errors.push('Amount information is missing');\n  validationResults.is_valid = false;\n}\n\n// Vendor validation\nif (invoiceData.vendor && invoiceData.vendor.name) {\n  // Simulate vendor verification (in real scenario, check against approved vendor list)\n  const approvedVendors = [\n    'ABC Company Ltd', 'XYZ Corporation', 'Tech Solutions Inc', \n    'Office Supplies Co', 'Consulting Partners LLC'\n  ];\n  \n  const isApprovedVendor = approvedVendors.some(vendor => \n    vendor.toLowerCase().includes(invoiceData.vendor.name.toLowerCase()) ||\n    invoiceData.vendor.name.toLowerCase().includes(vendor.toLowerCase())\n  );\n  \n  if (isApprovedVendor) {\n    validationResults.business_rules.vendor_verification = 'approved';\n    validationResults.validation_score += 15;\n  } else {\n    validationResults.business_rules.vendor_verification = 'new_vendor';\n    validationResults.warnings.push('Vendor not in approved list - requires verification');\n  }\n}\n\n// Line items validation\nif (invoiceData.line_items && invoiceData.line_items.length > 0) {\n  let lineItemErrors = [];\n  \n  invoiceData.line_items.forEach((item, index) => {\n    if (!item.description) {\n      lineItemErrors.push(`Line item ${index + 1}: Missing description`);\n    }\n    if (item.quantity <= 0) {\n      lineItemErrors.push(`Line item ${index + 1}: Invalid quantity`);\n    }\n    if (item.unit_price <= 0) {\n      lineItemErrors.push(`Line item ${index + 1}: Invalid unit price`);\n    }\n    \n    // Check line total calculation\n    const expectedTotal = item.quantity * item.unit_price;\n    if (Math.abs(expectedTotal - item.total) > 0.01) {\n      lineItemErrors.push(`Line item ${index + 1}: Total calculation error`);\n    }\n  });\n  \n  if (lineItemErrors.length > 0) {\n    validationResults.warnings.push(...lineItemErrors);\n  } else {\n    validationResults.validation_score += 10;\n  }\n} else {\n  validationResults.warnings.push('No line items found');\n}\n\n// Duplicate invoice check (simulate database lookup)\nif (invoiceData.invoice_number) {\n  // In real scenario, check against database\n  const existingInvoices = ['INV-001', 'INV-002', 'INV-003']; // Mock data\n  \n  if (existingInvoices.includes(invoiceData.invoice_number)) {\n    validationResults.errors.push('Duplicate invoice number detected');\n    validationResults.business_rules.duplicate_check = 'duplicate';\n    validationResults.is_valid = false;\n  } else {\n    validationResults.business_rules.duplicate_check = 'unique';\n    validationResults.validation_score += 15;\n  }\n}\n\n// Calculate confidence level\nlet confidenceLevel = 'low';\nif (validationResults.validation_score >= 80) confidenceLevel = 'high';\nelse if (validationResults.validation_score >= 60) confidenceLevel = 'medium';\n\n// Determine approval requirements\nlet requiresApproval = false;\nlet approvalReason = [];\n\nif (validationResults.business_rules.amount_threshold === 'requires_approval') {\n  requiresApproval = true;\n  approvalReason.push('High amount');\n}\n\nif (validationResults.business_rules.vendor_verification === 'new_vendor') {\n  requiresApproval = true;\n  approvalReason.push('New vendor');\n}\n\nif (validationResults.errors.length > 0) {\n  requiresApproval = true;\n  approvalReason.push('Validation errors');\n}\n\nfunction getNestedValue(obj, path) {\n  return path.split('.').reduce((current, key) => current?.[key], obj);\n}\n\nreturn [{\n  json: {\n    ...inputData.json,\n    validation_results: validationResults,\n    confidence_level: confidenceLevel,\n    requires_approval: requiresApproval,\n    approval_reasons: approvalReason,\n    processing_status: validationResults.is_valid ? 'validated' : 'validation_failed',\n    validated_at: new Date().toISOString()\n  },\n  binary: inputData.binary // Preserve binary data\n}];"
      },
      "typeVersion": 2
    },
    {
      "id": "7980050d-408f-4b3a-8e10-fad41c143eff",
      "name": "Approval Required?",
      "type": "n8n-nodes-base.switch",
      "position": [
        2704,
        928
      ],
      "parameters": {
        "rules": {
          "values": [
            {
              "conditions": {
                "options": {
                  "leftValue": "",
                  "caseSensitive": true,
                  "typeValidation": "strict"
                },
                "combinator": "and",
                "conditions": [
                  {
                    "operator": {
                      "type": "string",
                      "operation": "equals"
                    },
                    "leftValue": "",
                    "rightValue": ""
                  }
                ]
              }
            }
          ]
        },
        "options": {}
      },
      "typeVersion": 3
    },
    {
      "id": "8d543b5f-9d0a-48b0-9589-d9c9c5a0adb1",
      "name": "Approval Workflow Generator",
      "type": "n8n-nodes-base.code",
      "position": [
        3008,
        976
      ],
      "parameters": {
        "jsCode": "// Generate approval request with comprehensive details\nconst inputData = $input.all()[0];\nconst invoiceData = inputData.json.extracted_invoice_data;\nconst validation = inputData.json.validation_results;\n\n// Create approval request\nconst approvalRequest = {\n  approval_id: `APPR_${inputData.json.invoice_id}_${Date.now()}`,\n  invoice_id: inputData.json.invoice_id,\n  request_type: 'invoice_approval',\n  priority: determinePriority(inputData.json.approval_reasons),\n  \n  // Invoice summary\n  invoice_summary: {\n    invoice_number: invoiceData.invoice_number,\n    vendor_name: invoiceData.vendor ? invoiceData.vendor.name : 'Unknown',\n    total_amount: invoiceData.amounts ? invoiceData.amounts.total_amount : 0,\n    currency: invoiceData.currency,\n    invoice_date: invoiceData.invoice_date,\n    due_date: invoiceData.due_date\n  },\n  \n  // Approval details\n  approval_reasons: inputData.json.approval_reasons,\n  validation_score: validation.validation_score,\n  confidence_level: inputData.json.confidence_level,\n  \n  // Issues requiring attention\n  attention_required: {\n    errors: validation.errors,\n    warnings: validation.warnings,\n    business_rule_flags: Object.entries(validation.business_rules)\n      .filter(([key, value]) => value === 'requires_approval' || value === 'failed')\n      .map(([key, value]) => ({ rule: key, status: value }))\n  },\n  \n  // Approval workflow\n  workflow_steps: generateApprovalSteps(inputData.json.approval_reasons, invoiceData.amounts ? invoiceData.amounts.total_amount : 0),\n  \n  // Request metadata\n  requested_at: new Date().toISOString(),\n  requested_by: 'system',\n  status: 'pending_approval',\n  \n  // Generate approval message\n  approval_message: generateApprovalMessage(invoiceData, validation, inputData.json.approval_reasons)\n};\n\nfunction determinePriority(reasons) {\n  if (reasons.includes('Validation errors')) return 'high';\n  if (reasons.includes('High amount')) return 'medium';\n  return 'normal';\n}\n\nfunction generateApprovalSteps(reasons, amount) {\n  const steps = [];\n  \n  // Finance team review for high amounts\n  if (amount > 10000) {\n    steps.push({\n      step: 1,\n      approver_role: 'finance_manager',\n      required: true,\n      description: 'Finance manager approval for high-value invoice'\n    });\n  }\n  \n  // Procurement review for new vendors\n  if (reasons.includes('New vendor')) {\n    steps.push({\n      step: steps.length + 1,\n      approver_role: 'procurement_manager',\n      required: true,\n      description: 'Procurement verification for new vendor'\n    });\n  }\n  \n  // Department head approval\n  steps.push({\n    step: steps.length + 1,\n    approver_role: 'department_head',\n    required: true,\n    description: 'Department head final approval'\n  });\n  \n  return steps;\n}\n\nfunction generateApprovalMessage(invoiceData, validation, reasons) {\n  let message = `\ud83e\uddfe **INVOICE APPROVAL REQUEST**\\n\\n`;\n  message += `\ud83d\udccb **Invoice:** ${invoiceData.invoice_number || 'N/A'}\\n`;\n  message += `\ud83c\udfe2 **Vendor:** ${invoiceData.vendor ? invoiceData.vendor.name : 'Unknown'}\\n`;\n  \n  const amount = invoiceData.amounts ? invoiceData.amounts.total_amount : 0;\n  const currency = invoiceData.currency || 'USD';\n  message += `\ud83d\udcb0 **Amount:** ${currency} ${amount.toLocaleString()}\\n`;\n  message += `\ud83d\udcc5 **Date:** ${invoiceData.invoice_date || 'N/A'}\\n`;\n  message += `\u23f0 **Due:** ${invoiceData.due_date || 'N/A'}\\n\\n`;\n  \n  message += `\ud83d\udea8 **Approval Required For:**\\n`;\n  reasons.forEach(reason => {\n    message += `\u2022 ${reason}\\n`;\n  });\n  \n  if (validation.errors.length > 0) {\n    message += `\\n\u274c **Errors:**\\n`;\n    validation.errors.forEach(error => {\n      message += `\u2022 ${error}\\n`;\n    });\n  }\n  \n  if (validation.warnings.length > 0) {\n    message += `\\n\u26a0\ufe0f **Warnings:**\\n`;\n    validation.warnings.forEach(warning => {\n      message += `\u2022 ${warning}\\n`;\n    });\n  }\n  \n  message += `\\n\ud83d\udcca **Validation Score:** ${validation.validation_score}/100\\n`;\n  message += `\ud83c\udfaf **Confidence:** ${inputData.json.confidence_level.toUpperCase()}\\n\\n`;\n  message += `Please review and approve/reject this invoice.`;\n  \n  return message;\n}\n\nreturn [{\n  json: {\n    ...inputData.json,\n    approval_request: approvalRequest,\n    processing_status: 'pending_approval',\n    updated_at: new Date().toISOString()\n  },\n  binary: inputData.binary // Preserve binary data\n}];"
      },
      "typeVersion": 2
    },
    {
      "id": "92ee2ffa-df6f-447c-bc74-bc78a40e90bf",
      "name": "Approval Notification",
      "type": "n8n-nodes-base.telegram",
      "position": [
        3360,
        912
      ],
      "parameters": {
        "text": "={{ $json.approval_request.approval_message }}",
        "chatId": "@invoice_approvals",
        "additionalFields": {
          "parse_mode": "Markdown"
        }
      },
      "typeVersion": 1.2
    },
    {
      "id": "e2f6f5d5-a8b8-41df-8113-f45242fa2c9f",
      "name": "Accounting System Integration",
      "type": "n8n-nodes-base.httpRequest",
      "position": [
        3584,
        912
      ],
      "parameters": {
        "url": "https://your-accounting-system.com/api/invoices",
        "options": {},
        "sendBody": true,
        "sendHeaders": true,
        "authentication": "predefinedCredentialType",
        "bodyParameters": {
          "parameters": [
            {
              "name": "invoice_data",
              "value": "={{ JSON.stringify($json.extracted_invoice_data) }}"
            },
            {
              "name": "validation_results",
              "value": "={{ JSON.stringify($json.validation_results) }}"
            },
            {
              "name": "processing_metadata",
              "value": "={{ JSON.stringify({ invoice_id: $json.invoice_id, source: $json.source, processed_at: $json.updated_at }) }}"
            }
          ]
        },
        "headerParameters": {
          "parameters": [
            {
              "name": "Content-Type",
              "value": "application/json"
            }
          ]
        },
        "nodeCredentialType": "httpHeaderAuth"
      },
      "typeVersion": 4.2
    },
    {
      "id": "ffadff50-4b5e-4cf0-ad78-3f43b3ab9237",
      "name": "Sticky Note - Triggers",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1024,
        -32
      ],
      "parameters": {
        "color": 2,
        "width": 320,
        "height": 1202,
        "content": "# Step 1: Multi-Input Triggers \ud83d\udce7\ud83d\udcc1\n\n**Flexible Invoice Reception**\n\nTwo trigger options for maximum flexibility:\n\n## Email Trigger:\n- **Purpose**: Automatic processing of emailed invoices\n- **Supported**: PDF, PNG, JPG, JPEG, TIFF, BMP\n- **Features**: Attachment filtering, sender tracking\n- **Polling**: Every 30 seconds\n\n## File Upload Webhook:\n- **Purpose**: Direct file upload processing\n- **Endpoint**: `/invoice-upload`\n- **Method**: POST with file data\n- **Use Case**: Manual uploads, API integrations\n\n## Benefits:\n- Multiple intake channels\n- Automatic file type detection\n- Metadata preservation\n- Source tracking for audit trails"
      },
      "typeVersion": 1
    },
    {
      "id": "3a13dfe2-a654-434f-b8e0-91ddb685b7c3",
      "name": "Sticky Note - File Processor",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1344,
        -32
      ],
      "parameters": {
        "color": 3,
        "width": 320,
        "height": 1202,
        "content": "# Step 2: File Processing \ud83d\udd04\n\n**Smart File Handler**\n\nProcesses incoming files from multiple sources with intelligent routing.\n\n## Key Features:\n- **Multi-source Support**: Email attachments + direct uploads\n- **File Type Validation**: PDF, images only\n- **Metadata Extraction**: Sender, subject, timestamps\n- **Unique ID Generation**: Trackable invoice IDs\n\n## Processing Logic:\n- Filters supported file types\n- Extracts source information\n- Creates processing metadata\n- Prepares for AI extraction\n\n## Output:\n- Clean file objects\n- Processing metadata\n- Binary file data for AI analysis"
      },
      "typeVersion": 1
    },
    {
      "id": "74fde2b5-236f-4e42-a98b-d1a7c43bc9ae",
      "name": "Sticky Note - AI Extraction",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1664,
        -32
      ],
      "parameters": {
        "color": 4,
        "width": 320,
        "height": 1202,
        "content": "# Step 3: AI Invoice Extraction \ud83e\udd16\n\n**ScrapeGraphAI-Powered Data Extraction**\n\nAdvanced AI extraction of invoice data from PDFs and images.\n\n## Extraction Capabilities:\n- **Basic Info**: Invoice #, dates, amounts\n- **Vendor Details**: Name, address, contact info\n- **Line Items**: Description, qty, price, tax\n- **Financial Data**: Subtotals, taxes, totals\n- **Additional**: PO numbers, terms, notes\n\n## AI Features:\n- Multi-format support (PDF, images)\n- OCR for scanned documents\n- Structured JSON output\n- High accuracy extraction\n\n## Benefits:\n- Eliminates manual data entry\n- Handles various invoice formats\n- Consistent data structure\n- Scalable processing"
      },
      "typeVersion": 1
    },
    {
      "id": "6f42014e-fe4b-4424-9a29-e73f1fc4575f",
      "name": "Sticky Note - Data Cleaning",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1984,
        -32
      ],
      "parameters": {
        "color": 5,
        "width": 320,
        "height": 1202,
        "content": "# Step 4: Data Cleaning & Enhancement \ud83e\uddf9\n\n**Advanced Data Processing**\n\nCleans and standardizes extracted data for business use.\n\n## Data Cleaning:\n- **Format Standardization**: Dates, amounts, text\n- **Validation**: Email formats, phone numbers\n- **Null Handling**: Missing data management\n- **Type Conversion**: String to numeric conversion\n\n## Enhancement Features:\n- **Confidence Scoring**: Data quality assessment\n- **Completeness Analysis**: Missing field detection\n- **Line Item Processing**: Individual item validation\n- **Metadata Addition**: Processing timestamps\n\n## Quality Assurance:\n- Removes invalid entries\n- Standardizes formats\n- Calculates data reliability\n- Prepares for validation"
      },
      "typeVersion": 1
    },
    {
      "id": "3950a900-13c8-4aa5-b128-e9397220ab52",
      "name": "Sticky Note - Validation",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        2304,
        -32
      ],
      "parameters": {
        "color": 6,
        "width": 320,
        "height": 1202,
        "content": "# Step 5: Business Rules Validation \u2705\n\n**Comprehensive Validation Engine**\n\nApplies business rules and validation logic to ensure data quality.\n\n## Validation Types:\n- **Required Fields**: Critical data presence\n- **Data Integrity**: Amount calculations, date logic\n- **Business Rules**: Vendor approval, amount thresholds\n- **Duplicate Detection**: Invoice number uniqueness\n\n## Validation Results:\n- **Errors**: Critical issues blocking processing\n- **Warnings**: Non-critical issues requiring attention\n- **Scores**: Overall validation quality (0-100)\n- **Business Flags**: Rule-specific status\n\n## Advanced Features:\n- Configurable thresholds\n- Vendor whitelist checking\n- Amount calculation verification\n- Approval requirement detection"
      },
      "typeVersion": 1
    },
    {
      "id": "daf3f597-b104-4c4c-abaf-5363f982a7a0",
      "name": "Sticky Note - Approval Routing",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        2624,
        -32
      ],
      "parameters": {
        "color": 7,
        "width": 320,
        "height": 1202,
        "content": "# Step 6: Approval Routing \ud83d\udd00\n\n**Intelligent Decision Engine**\n\nRoutes invoices based on validation results and business rules.\n\n## Routing Logic:\n- **Auto-Process**: Clean invoices \u2192 Direct to accounting\n- **Approval Required**: Flagged invoices \u2192 Approval workflow\n- **Error Handling**: Invalid invoices \u2192 Manual review\n\n## Approval Triggers:\n- High amount thresholds\n- New/unverified vendors\n- Validation errors/warnings\n- Data quality issues\n\n## Benefits:\n- Automated decision making\n- Exception handling\n- Compliance enforcement\n- Workflow optimization\n\n## Efficiency:\n- Reduces manual review\n- Focuses attention on exceptions\n- Maintains audit trails\n- Ensures policy compliance"
      },
      "typeVersion": 1
    },
    {
      "id": "b0e3beae-27ec-4543-8be6-b68b3c8ef89d",
      "name": "Sticky Note - Approval Workflow",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        2944,
        -32
      ],
      "parameters": {
        "width": 320,
        "height": 1202,
        "content": "# Step 7: Approval Workflow \ud83d\udc65\n\n**Multi-Stage Approval Process**\n\nGenerates structured approval requests with comprehensive details.\n\n## Approval Features:\n- **Priority Classification**: High/Medium/Normal\n- **Multi-stage Workflow**: Role-based approvals\n- **Detailed Context**: All validation results\n- **Interactive Notifications**: Telegram with buttons\n\n## Approval Stages:\n1. **Finance Manager**: High-value invoices\n2. **Procurement**: New vendor verification\n3. **Department Head**: Final approval\n\n## Rich Context:\n- Invoice summary\n- Validation issues\n- Business rule flags\n- Approval reasoning\n\n## User Experience:\n- Clear approval messages\n- One-click approve/reject\n- Detailed invoice preview\n- Audit trail maintenance"
      },
      "typeVersion": 1
    },
    {
      "id": "cd228530-faa8-4685-a2dd-505ca1d2d2ff",
      "name": "Sticky Note - System Integration",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        3264,
        -32
      ],
      "parameters": {
        "color": 4,
        "width": 544,
        "height": 1202,
        "content": "# Step 8: System Integration \ud83d\udd17\n\n**Seamless Accounting Integration**\n\nDirect integration with accounting systems for automated processing.\n\n## Integration Features:\n- **API-Based**: RESTful API integration\n- **Structured Data**: Clean JSON payload\n- **Metadata Included**: Processing context\n- **Error Handling**: Retry logic and logging\n\n## Data Payload:\n- Complete invoice data\n- Validation results\n- Processing metadata\n- Audit information\n\n## Supported Systems:\n- QuickBooks\n- SAP\n- NetSuite\n- Xero\n- Custom ERP systems\n\n## Benefits:\n- Eliminates double entry\n- Real-time processing\n- Data consistency\n- Automated reconciliation\n- Audit trail preservation"
      },
      "typeVersion": 1
    }
  ],
  "active": false,
  "settings": {
    "executionOrder": "v1"
  },
  "versionId": "7e6fed6c-3ee0-42af-988e-fb8c404015b5",
  "connections": {
    "Email Trigger": {
      "main": [
        [
          {
            "node": "File Processor",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "File Processor": {
      "main": [
        [
          {
            "node": "ScrapeGraphAI - Invoice Extractor",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Approval Required?": {
      "main": [
        [
          {
            "node": "Approval Workflow Generator",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "File Upload Webhook": {
      "main": [
        [
          {
            "node": "File Processor",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Approval Notification": {
      "main": [
        [
          {
            "node": "Accounting System Integration",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Validation Rules Engine": {
      "main": [
        [
          {
            "node": "Approval Required?",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Data Extractor & Cleaner": {
      "main": [
        [
          {
            "node": "Validation Rules Engine",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Approval Workflow Generator": {
      "main": [
        [
          {
            "node": "Approval Notification",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "ScrapeGraphAI - Invoice Extractor": {
      "main": [
        [
          {
            "node": "Data Extractor & Cleaner",
            "type": "main",
            "index": 0
          }
        ]
      ]
    }
  }
}

About this workflow

This workflow automatically extracts data from invoice documents (PDFs and images) and processes them through a comprehensive validation and approval system. Multi-Input Triggers - Accepts invoices via email attachments or direct file uploads through webhook. AI-Powered…

Source: https://n8n.io/workflows/6628/ — original creator credit. Request a take-down →

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