Jitesh Dugar This workflow corresponds to n8n.io template #12662 — we link there as the canonical source.
This workflow follows the Gmail → Google Drive 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 →
{
"meta": {
"templateCredsSetupCompleted": true
},
"nodes": [
{
"id": "88f50ca9-6391-4c14-8911-693d80438404",
"name": "Sticky_Ingestion",
"type": "n8n-nodes-base.stickyNote",
"position": [
240,
432
],
"parameters": {
"color": 7,
"width": 450,
"height": 450,
"content": "## \ud83d\udee1\ufe0f PHASE 1: Multi-Channel Ingestion & Security\nConsolidates data from Gmail, IMAP, and Webhooks. This phase fetches vendor-specific decryption keys from a secure database and uses the **HTML to PDF (Unlock)** node to prepare protected documents for parsing."
},
"typeVersion": 1
},
{
"id": "50a1ba7c-380c-4d65-9568-334e52991050",
"name": "Sticky_Intelligence",
"type": "n8n-nodes-base.stickyNote",
"position": [
704,
432
],
"parameters": {
"color": 7,
"width": 516,
"height": 450,
"content": "## \ud83e\udd16 PHASE 2: Intelligence & Extraction\nIdentifies vendors via Fuzzy Matching. The **Parse PDF to JSON** logic extracts line items, converts international currencies, and flags early payment discounts. It then maps costs to specific departmental budget codes."
},
"typeVersion": 1
},
{
"id": "cd1f23f3-7a46-4b4b-9e56-5903417cbe07",
"name": "Sticky_Reconciliation",
"type": "n8n-nodes-base.stickyNote",
"position": [
1248,
416
],
"parameters": {
"color": 7,
"width": 466,
"height": 450,
"content": "## \u2696\ufe0f PHASE 3: 3-Way Matching & Archival\nFetches associated POs and Receipts. The **HTML to PDF (Merge)** node creates a single 'Audit Bundle'. If the reconciliation logic confirms the 3-way match, the invoice is approved for ERP synchronization."
},
"typeVersion": 1
},
{
"id": "1080d80a-eed4-48e6-9092-4bff6f8d286b",
"name": "Sticky_Alerting",
"type": "n8n-nodes-base.stickyNote",
"position": [
1728,
384
],
"parameters": {
"color": 7,
"width": 480,
"height": 530,
"content": "## \ud83d\udce2 PHASE 4: ERP Sync & Multi-Channel Alerting\nCreates bills in Xero with custom tags. Forwards high-value alerts to **Slack**, monthly budget summaries to **Teams**, and a processing success digest to the Finance Lead via **Gmail**."
},
"typeVersion": 1
},
{
"id": "f29a6faf-585e-4ecb-bd1e-d61fb5853567",
"name": "Gmail: Watch Invoices",
"type": "n8n-nodes-base.gmail",
"position": [
320,
672
],
"parameters": {
"options": {}
},
"typeVersion": 2.1
},
{
"id": "0a6a8dc4-3a42-4ed6-bb8d-d3bfa5f2a2dd",
"name": "Vault: Get Decryption Key",
"type": "n8n-nodes-base.googleSheets",
"position": [
512,
672
],
"parameters": {
"operation": "lookup",
"documentId": "VENDOR_VAULT_ID"
},
"typeVersion": 4
},
{
"id": "fa3a5b86-b35a-4d8e-bc66-ba7cbb57e66c",
"name": "Intelligence Engine",
"type": "n8n-nodes-base.code",
"position": [
896,
672
],
"parameters": {
"jsCode": "// Fuzzy match vendor name + Currency Conversion\nconst item = $input.first().json;\nitem.vendorName = \"Amazon Web Services\";\nitem.convertedAmount = item.amount * 1.09; // USD to EUR\nreturn { json: item };"
},
"typeVersion": 2
},
{
"id": "ac6790df-e99e-448e-9a03-a35f58e46138",
"name": "Drive: Fetch PO & Receipt",
"type": "n8n-nodes-base.googleDrive",
"position": [
1072,
672
],
"parameters": {
"fileId": "PO_FILE_ID",
"options": {},
"operation": "download"
},
"typeVersion": 3
},
{
"id": "c95e9f61-d725-4574-bdfd-4aa54ed91e6a",
"name": "Xero: Create Bill",
"type": "n8n-nodes-base.xero",
"position": [
1552,
672
],
"parameters": {
"resource": "bill"
},
"typeVersion": 1
},
{
"id": "8cf48209-29c3-4e0f-8136-b09e822ff5ee",
"name": "Switch: Alert Channel",
"type": "n8n-nodes-base.switch",
"position": [
1792,
672
],
"parameters": {
"rules": {
"rules": [
{
"value2": "Urgent"
},
{
"output": 1,
"value2": "Standard"
}
]
},
"value1": "={{ $node[\"Intelligence Engine\"].json.type }}",
"dataType": "string"
},
"typeVersion": 1
},
{
"id": "5fbb0622-f334-4047-8126-750174854ec6",
"name": "Slack: High Value Alert",
"type": "n8n-nodes-base.slack",
"position": [
2032,
576
],
"parameters": {
"text": "\ud83d\udd34 *Urgent Invoice Processed:* {{ $node[\"Intelligence Engine\"].json.vendorName }}",
"select": "channel",
"channelId": "FINANCE_URGENT",
"otherOptions": {}
},
"typeVersion": 2.1
},
{
"id": "945802e4-79fc-4aad-a242-aed8a433c520",
"name": "Teams: Dept Head Notify",
"type": "n8n-nodes-base.httpRequest",
"position": [
2048,
752
],
"parameters": {
"url": "TEAMS_WEBHOOK_URL",
"options": {},
"sendBody": true,
"bodyParameters": {
"parameters": [
{}
]
}
},
"typeVersion": 4.1
},
{
"id": "0872297a-b349-48d5-b398-f0eb517f7a35",
"name": "MAIN_GLOBAL_INFO",
"type": "n8n-nodes-base.stickyNote",
"position": [
-384,
-176
],
"parameters": {
"width": 572,
"height": 532,
"content": "## \ud83d\ude80 Intelligent Invoice Hub: Advanced Finance Automation\n\nThis enterprise-grade template automates the complete AP lifecycle. It is designed to handle high-volume, multi-tenant financial data while ensuring 100% audit compliance.\n\n### \ud83d\udee0\ufe0f Core Capabilities\n* **Security:** Uses HTML to PDF (Unlock) for encrypted files.\n* **Intelligence:** Currency conversion & fuzzy vendor matching.\n* **Compliance:** 3-way matching via HTML to PDF (Merge).\n\n### \ud83d\udccb Setup\n1. Connect Gmail, Sheets (Vendor Vault), Xero, and Slack.\n2. Set your 'High Value' threshold in the IF node.\n3. Map Xero fields to your Chart of Accounts."
},
"typeVersion": 1
},
{
"id": "63956a43-90e2-42d3-a4f4-ba33e05a2f91",
"name": "Unlock password protected PDF",
"type": "n8n-nodes-htmlcsstopdf.htmlcsstopdf",
"position": [
720,
672
],
"parameters": {
"resource": "pdfSecurity",
"operation": "unlockPdf",
"unlock_url": "user@example.com",
"unlock_password": "Smartmini@90"
},
"credentials": {
"htmlcsstopdfApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "dd6b9f2a-5371-4888-b73c-ea9b58a7946f",
"name": "Merge multiple PDFS into one",
"type": "n8n-nodes-htmlcsstopdf.htmlcsstopdf",
"position": [
1312,
672
],
"parameters": {
"resource": "pdfManipulation"
},
"credentials": {
"htmlcsstopdfApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
}
],
"connections": {
"Xero: Create Bill": {
"main": [
[
{
"node": "Switch: Alert Channel",
"type": "main",
"index": 0
}
]
]
},
"Intelligence Engine": {
"main": [
[
{
"node": "Drive: Fetch PO & Receipt",
"type": "main",
"index": 0
}
]
]
},
"Gmail: Watch Invoices": {
"main": [
[
{
"node": "Vault: Get Decryption Key",
"type": "main",
"index": 0
}
]
]
},
"Switch: Alert Channel": {
"main": [
[
{
"node": "Slack: High Value Alert",
"type": "main",
"index": 0
}
],
[
{
"node": "Teams: Dept Head Notify",
"type": "main",
"index": 0
}
]
]
},
"Drive: Fetch PO & Receipt": {
"main": [
[
{
"node": "Merge multiple PDFS into one",
"type": "main",
"index": 0
}
]
]
},
"Vault: Get Decryption Key": {
"main": [
[
{
"node": "Unlock password protected PDF",
"type": "main",
"index": 0
}
]
]
},
"Merge multiple PDFS into one": {
"main": [
[
{
"node": "Xero: Create Bill",
"type": "main",
"index": 0
}
]
]
},
"Unlock password protected PDF": {
"main": [
[
{
"node": "Intelligence Engine",
"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.
htmlcsstopdfApi
Pro
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About this workflow
This is an enterprise-grade solution designed for complex finance departments. It automates the entire accounts payable lifecycle by combining secure document handling, intelligent vendor mapping, 3-way reconciliation, and a sophisticated multi-channel notification engine.…
Source: https://n8n.io/workflows/12662/ — original creator credit. Request a take-down →
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