TOMOMITSU ASANO This workflow corresponds to n8n.io template #11911 — 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
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{
"name": "Intelligent Invoice Processing with AI Classification and XML Export",
"nodes": [
{
"id": "sticky-overview",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-368,
288
],
"parameters": {
"width": 420,
"height": 752,
"content": "## Intelligent Invoice Processing with AI Classification and XML Export\n\n### Overview\nAutomated invoice processing pipeline that extracts data from PDF invoices, uses AI for intelligent categorization, and exports to accounting systems via XML format.\n\n### Key Features\n- **PDF Text Extraction**: Parse invoice PDFs automatically\n- **AI-Powered Classification**: Categorize expenses, detect anomalies\n- **XML Export**: Generate accounting-compatible XML files\n- **Human Approval Workflow**: Optional review for high-value invoices\n- **Multi-Channel Notifications**: Slack and Email alerts\n\n### Required Credentials\n- Google Drive OAuth (for PDF source)\n- OpenAI API key\n- Slack Bot Token\n- Google Sheets OAuth\n- Gmail OAuth\n\n### Processing Flow\n1. Detect new PDF invoices\n2. Extract text content\n3. AI analyzes and categorizes\n4. Generate XML for accounting\n5. Route for approval if needed\n6. Archive and notify"
},
"typeVersion": 1
},
{
"id": "sticky-step1",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
96,
640
],
"parameters": {
"color": 7,
"width": 260,
"height": 120,
"content": "### Step 1: Invoice Detection\n- Monitor Google Drive folder\n- Filter for PDF files only\n- Download invoice content"
},
"typeVersion": 1
},
{
"id": "sticky-step2",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
560,
624
],
"parameters": {
"color": 7,
"width": 260,
"height": 120,
"content": "### Step 2: Data Extraction\n- Extract text from PDF\n- Parse invoice fields\n- Structure data for AI analysis"
},
"typeVersion": 1
},
{
"id": "sticky-step3",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
912,
608
],
"parameters": {
"color": 7,
"width": 260,
"height": 124,
"content": "### Step 3: AI Classification\n- AI Agent categorizes expense\n- Detects unusual patterns\n- Suggests GL codes\n- Determines approval needs"
},
"typeVersion": 1
},
{
"id": "sticky-step4",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
272,
1120
],
"parameters": {
"color": 7,
"width": 260,
"height": 140,
"content": "### Step 4: Export & Archive\n- Convert to XML format\n- Route high-value for approval\n- Archive to Sheets\n- Send notifications"
},
"typeVersion": 1
},
{
"id": "drive-trigger",
"name": "New Invoice Trigger",
"type": "n8n-nodes-base.googleDriveTrigger",
"position": [
112,
304
],
"parameters": {
"event": "fileCreated",
"options": {},
"pollTimes": {
"item": [
{
"mode": "everyMinute"
}
]
},
"triggerOn": "specificFolder",
"folderToWatch": {
"__rl": true,
"mode": "list",
"value": ""
}
},
"typeVersion": 1
},
{
"id": "webhook-trigger",
"name": "Manual Upload Trigger",
"type": "n8n-nodes-base.webhook",
"onError": "continueRegularOutput",
"position": [
112,
480
],
"parameters": {
"path": "process-invoice",
"options": {},
"httpMethod": "POST",
"responseMode": "responseNode"
},
"typeVersion": 2
},
{
"id": "merge-triggers",
"name": "Merge Triggers",
"type": "n8n-nodes-base.merge",
"position": [
320,
384
],
"parameters": {
"mode": "chooseBranch"
},
"typeVersion": 3
},
{
"id": "filter-pdf",
"name": "Filter PDF Files",
"type": "n8n-nodes-base.filter",
"position": [
528,
384
],
"parameters": {
"options": {},
"conditions": {
"options": {
"caseSensitive": false,
"typeValidation": "loose"
},
"combinator": "and",
"conditions": [
{
"id": "pdf-check",
"operator": {
"type": "string",
"operation": "endsWith"
},
"leftValue": "={{ $json.name || $json.fileName || '' }}",
"rightValue": ".pdf"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "download-pdf",
"name": "Download Invoice PDF",
"type": "n8n-nodes-base.googleDrive",
"position": [
720,
384
],
"parameters": {
"fileId": {
"__rl": true,
"mode": "id",
"value": "={{ $json.id }}"
},
"options": {},
"operation": "download"
},
"typeVersion": 3
},
{
"id": "extract-pdf",
"name": "Extract PDF Text",
"type": "n8n-nodes-base.extractFromFile",
"position": [
928,
384
],
"parameters": {
"options": {},
"operation": "pdf"
},
"typeVersion": 1
},
{
"id": "parse-invoice",
"name": "Parse Invoice Data",
"type": "n8n-nodes-base.code",
"position": [
1120,
384
],
"parameters": {
"jsCode": "const item = $input.first();\nconst text = item.json.text || '';\n\nconst patterns = {\n invoiceNumber: /invoice\\s*#?:?\\s*([A-Z0-9-]+)/i,\n date: /(\\d{1,2}[\\/\\-]\\d{1,2}[\\/\\-]\\d{2,4})/,\n total: /total:?\\s*\\$?([\\d,]+\\.?\\d*)/i,\n vendor: /from:?\\s*([^\\n]+)/i,\n dueDate: /due\\s*date:?\\s*(\\d{1,2}[\\/\\-]\\d{1,2}[\\/\\-]\\d{2,4})/i\n};\n\nconst extracted = {\n rawText: text.substring(0, 2000),\n invoiceNumber: text.match(patterns.invoiceNumber)?.[1] || 'UNKNOWN',\n invoiceDate: text.match(patterns.date)?.[1] || new Date().toISOString().split('T')[0],\n totalAmount: parseFloat((text.match(patterns.total)?.[1] || '0').replace(',', '')) || 0,\n vendorName: text.match(patterns.vendor)?.[1]?.trim() || 'Unknown Vendor',\n dueDate: text.match(patterns.dueDate)?.[1] || null,\n fileName: item.json.fileName || 'invoice.pdf',\n processedAt: new Date().toISOString()\n};\n\nreturn [{ json: extracted }];"
},
"typeVersion": 2
},
{
"id": "openai-model",
"name": "OpenAI Chat Model",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
1264,
560
],
"parameters": {
"model": "gpt-4o-mini",
"options": {
"temperature": 0.2
}
},
"typeVersion": 1.2
},
{
"id": "ai-classifier",
"name": "AI Invoice Classifier",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
1264,
384
],
"parameters": {
"text": "=Analyze this invoice and provide classification:\n\nInvoice Number: {{ $json.invoiceNumber }}\nVendor: {{ $json.vendorName }}\nAmount: ${{ $json.totalAmount }}\nDate: {{ $json.invoiceDate }}\n\nRaw Text (excerpt):\n{{ $json.rawText.substring(0, 500) }}\n\nProvide analysis in this exact JSON format:\n{\n \"category\": \"one of: Office Supplies, Software, Professional Services, Travel, Equipment, Marketing, Utilities, Other\",\n \"glCode\": \"suggested GL code like 6100, 6200, etc.\",\n \"confidence\": 0.0 to 1.0,\n \"requiresApproval\": true/false (true if amount > 5000 or low confidence),\n \"anomalyDetected\": true/false,\n \"anomalyReason\": \"explanation if anomaly detected, null otherwise\",\n \"summary\": \"brief 1-sentence description of this invoice\"\n}",
"options": {
"systemMessage": "You are an expert accountant AI assistant specialized in invoice classification and expense categorization. Analyze invoices carefully and provide accurate categorization. Flag any unusual patterns or potential issues."
}
},
"typeVersion": 1.7
},
{
"id": "parse-ai-result",
"name": "Parse AI Classification",
"type": "n8n-nodes-base.code",
"position": [
160,
896
],
"parameters": {
"jsCode": "const item = $input.first();\nconst originalData = $('Parse Invoice Data').first().json;\n\nlet classification;\ntry {\n const responseText = item.json.output || item.json.text || '';\n const jsonMatch = responseText.match(/\\{[\\s\\S]*\\}/);\n classification = jsonMatch ? JSON.parse(jsonMatch[0]) : {\n category: 'Other',\n glCode: '6900',\n confidence: 0.5,\n requiresApproval: true,\n anomalyDetected: false,\n anomalyReason: null,\n summary: 'Classification failed - manual review required'\n };\n} catch (e) {\n classification = {\n category: 'Other',\n glCode: '6900',\n confidence: 0.5,\n requiresApproval: true,\n anomalyDetected: false,\n anomalyReason: null,\n summary: 'Parse error: ' + e.message\n };\n}\n\nreturn [{\n json: {\n ...originalData,\n classification: classification,\n needsApproval: classification.requiresApproval || originalData.totalAmount > 5000,\n processingStatus: 'classified'\n }\n}];"
},
"typeVersion": 2
},
{
"id": "convert-xml",
"name": "Convert to XML",
"type": "n8n-nodes-base.xml",
"position": [
336,
896
],
"parameters": {
"mode": "jsonToxml",
"options": {
"rootName": "Invoice"
}
},
"typeVersion": 1
},
{
"id": "format-xml-output",
"name": "Format XML Output",
"type": "n8n-nodes-base.set",
"position": [
528,
896
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "1",
"name": "xmlContent",
"type": "string",
"value": "={{ $json.data }}"
},
{
"id": "2",
"name": "fileName",
"type": "string",
"value": "=invoice_{{ $('Parse Invoice Data').first().json.invoiceNumber }}_{{ $now.format('yyyyMMdd') }}.xml"
},
{
"id": "3",
"name": "invoiceData",
"type": "object",
"value": "={{ $('Parse AI Classification').first().json }}"
}
]
}
},
"typeVersion": 3.4
},
{
"id": "check-approval",
"name": "Needs Approval?",
"type": "n8n-nodes-base.if",
"position": [
736,
896
],
"parameters": {
"options": {},
"conditions": {
"options": {
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "or",
"conditions": [
{
"id": "approval-check",
"operator": {
"type": "boolean",
"operation": "equals"
},
"leftValue": "={{ $json.invoiceData.needsApproval }}",
"rightValue": true
},
{
"id": "high-value",
"operator": {
"type": "number",
"operation": "gt"
},
"leftValue": "={{ $json.invoiceData.totalAmount }}",
"rightValue": 5000
}
]
}
},
"typeVersion": 2
},
{
"id": "send-approval-email",
"name": "Request Approval Email",
"type": "n8n-nodes-base.gmail",
"position": [
960,
800
],
"parameters": {
"sendTo": "user@example.com",
"message": "=Invoice requires approval:\n\nInvoice #: {{ $json.invoiceData.invoiceNumber }}\nVendor: {{ $json.invoiceData.vendorName }}\nAmount: ${{ $json.invoiceData.totalAmount }}\nCategory: {{ $json.invoiceData.classification.category }}\nGL Code: {{ $json.invoiceData.classification.glCode }}\n\nAI Summary: {{ $json.invoiceData.classification.summary }}\n\nPlease review and approve in the finance system.",
"options": {},
"subject": "=Invoice Approval Required: {{ $json.invoiceData.vendorName }} - ${{ $json.invoiceData.totalAmount }}"
},
"typeVersion": 2.1
},
{
"id": "send-slack-notification",
"name": "Slack Notification",
"type": "n8n-nodes-base.slack",
"position": [
960,
992
],
"parameters": {
"text": "=Invoice Processed\n\n*Invoice:* {{ $json.invoiceData.invoiceNumber }}\n*Vendor:* {{ $json.invoiceData.vendorName }}\n*Amount:* ${{ $json.invoiceData.totalAmount }}\n*Category:* {{ $json.invoiceData.classification.category }}\n*Status:* {{ $json.invoiceData.needsApproval ? 'Pending Approval' : 'Auto-Approved' }}",
"select": "channel",
"channelId": {
"__rl": true,
"mode": "name",
"value": "#finance-notifications"
},
"otherOptions": {}
},
"typeVersion": 2.2
},
{
"id": "merge-paths",
"name": "Merge Processing Paths",
"type": "n8n-nodes-base.merge",
"position": [
1168,
896
],
"parameters": {},
"typeVersion": 3
},
{
"id": "log-to-sheets",
"name": "Archive to Google Sheets",
"type": "n8n-nodes-base.googleSheets",
"position": [
1360,
896
],
"parameters": {
"operation": "append",
"sheetName": {
"__rl": true,
"mode": "list",
"value": ""
},
"documentId": {
"__rl": true,
"mode": "list",
"value": ""
}
},
"typeVersion": 4.5
},
{
"id": "respond-webhook",
"name": "Respond to Webhook",
"type": "n8n-nodes-base.respondToWebhook",
"position": [
1568,
896
],
"parameters": {
"options": {},
"respondWith": "json",
"responseBody": "={{ {success: true, invoiceNumber: $json.invoiceData.invoiceNumber, status: $json.invoiceData.needsApproval ? 'pending_approval' : 'processed'} }}"
},
"typeVersion": 1.1
}
],
"settings": {
"executionOrder": "v1"
},
"connections": {
"Convert to XML": {
"main": [
[
{
"node": "Format XML Output",
"type": "main",
"index": 0
}
]
]
},
"Merge Triggers": {
"main": [
[
{
"node": "Filter PDF Files",
"type": "main",
"index": 0
}
]
]
},
"Needs Approval?": {
"main": [
[
{
"node": "Request Approval Email",
"type": "main",
"index": 0
}
],
[
{
"node": "Slack Notification",
"type": "main",
"index": 0
}
]
]
},
"Extract PDF Text": {
"main": [
[
{
"node": "Parse Invoice Data",
"type": "main",
"index": 0
}
]
]
},
"Filter PDF Files": {
"main": [
[
{
"node": "Download Invoice PDF",
"type": "main",
"index": 0
}
]
]
},
"Format XML Output": {
"main": [
[
{
"node": "Needs Approval?",
"type": "main",
"index": 0
}
]
]
},
"OpenAI Chat Model": {
"ai_languageModel": [
[
{
"node": "AI Invoice Classifier",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Parse Invoice Data": {
"main": [
[
{
"node": "AI Invoice Classifier",
"type": "main",
"index": 0
}
]
]
},
"Slack Notification": {
"main": [
[
{
"node": "Merge Processing Paths",
"type": "main",
"index": 0
}
]
]
},
"New Invoice Trigger": {
"main": [
[
{
"node": "Merge Triggers",
"type": "main",
"index": 0
}
]
]
},
"Download Invoice PDF": {
"main": [
[
{
"node": "Extract PDF Text",
"type": "main",
"index": 0
}
]
]
},
"AI Invoice Classifier": {
"main": [
[
{
"node": "Parse AI Classification",
"type": "main",
"index": 0
}
]
]
},
"Manual Upload Trigger": {
"main": [
[
{
"node": "Merge Triggers",
"type": "main",
"index": 1
}
]
]
},
"Merge Processing Paths": {
"main": [
[
{
"node": "Archive to Google Sheets",
"type": "main",
"index": 0
}
]
]
},
"Request Approval Email": {
"main": [
[
{
"node": "Merge Processing Paths",
"type": "main",
"index": 0
}
]
]
},
"Parse AI Classification": {
"main": [
[
{
"node": "Convert to XML",
"type": "main",
"index": 0
}
]
]
},
"Archive to Google Sheets": {
"main": [
[
{
"node": "Respond to Webhook",
"type": "main",
"index": 0
}
]
]
}
}
}
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About this workflow
Automated invoice processing pipeline that extracts data from PDF invoices, uses AI Agent for intelligent expense categorization, generates XML for accounting systems, and routes high-value invoices for approval.
Source: https://n8n.io/workflows/11911/ — original creator credit. Request a take-down →
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