Christoph Baldow This workflow corresponds to n8n.io template #16448 — we link there as the canonical source.
This workflow follows the Execute Workflow Trigger → HTTP Request recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
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{
"id": "YjkCtn2HLgYCvHjO",
"name": "Automatically create work4all invoices from Outlook inbox emails",
"tags": [],
"nodes": [
{
"id": "171de5d6-ae50-4edd-8e39-7726adab2e07",
"name": "Sticky Note - Description",
"type": "n8n-nodes-base.stickyNote",
"position": [
0,
0
],
"parameters": {
"width": 460,
"height": 760,
"content": "## Automatically create work4all invoices from Outlook inbox emails\n\nPolls an Outlook folder for new supplier emails and turns their invoice attachments into incoming invoices in **work4all**. AI extraction and booking are handled by a built-in extraction sub-workflow on the same canvas; the main flow handles scheduling, fetching, error notifications and Outlook categorisation. Built for teams using **work4all** and **Microsoft Outlook** that want to stop entering supplier invoices by hand.\n\n### How it works\n1. A schedule trigger fetches messages from a chosen Outlook folder that aren't yet categorised red or green.\n2. Each message is passed to the built-in **invoice extraction sub-workflow**, which creates the work4all incoming invoice.\n3. The email is categorised by outcome: **green** = booked, **yellow + green** = booked but please review (supplier / account / tax key was set automatically), **red** = error (a notification email is sent).\n\n### Setup\n1. Add your **Microsoft Outlook** credential (inbox + categorisation nodes).\n2. Add your **work4all** credential (*Extract invoice data* + *Create incoming invoice*).\n3. In *Get inbox messages*, choose the folder to monitor.\n4. In *Set error recipients*, enter the error-notification recipient(s).\n5. Make sure the **Red / Green / Yellow** categories exist in your mailbox.\n\n### Customization\n- Change the polling interval on *Poll inbox every minute*.\n- Adjust which Outlook categories are used.\n\nRequires Microsoft Outlook and work4all accounts, plus the verified `n8n-nodes-work4all` node."
},
"typeVersion": 1
},
{
"id": "0cd2f61c-cf67-4223-a922-014117f6037a",
"name": "Sticky Note - Poll",
"type": "n8n-nodes-base.stickyNote",
"position": [
528,
432
],
"parameters": {
"color": 7,
"width": 616,
"height": 376,
"content": "## 1. Poll the mailbox\nEvery minute, fetch messages from the configured folder that are **not** categorised red or green yet. Choose the folder in *Get inbox messages*."
},
"typeVersion": 1
},
{
"id": "b8a2154d-dcf7-429e-b559-eabed86656fe",
"name": "Sticky Note - Categorise",
"type": "n8n-nodes-base.stickyNote",
"position": [
1808,
288
],
"parameters": {
"color": 7,
"width": 512,
"height": 524,
"content": "## 3. Categorise the outcome\n**green** = booked \u00b7 **yellow + green** = booked, please review \u00b7 **red** = error. These three categories must exist in your mailbox."
},
"typeVersion": 1
},
{
"id": "5b707115-09cd-4218-89ba-1aac2c5585e9",
"name": "Sticky Note - Extract & book",
"type": "n8n-nodes-base.stickyNote",
"position": [
1216,
432
],
"parameters": {
"color": 7,
"width": 520,
"height": 384,
"content": "## 2. Extract & book\nEach message is sent to the built-in sub-workflow, which extracts the invoice with AI and books it in work4all. *Has errors?* then routes the result."
},
"typeVersion": 1
},
{
"id": "76e7127c-3055-4414-ad21-9246795f6c93",
"name": "Sticky Note - Error handling",
"type": "n8n-nodes-base.stickyNote",
"position": [
1568,
912
],
"parameters": {
"color": 7,
"width": 760,
"height": 344,
"content": "## 4. Error handling\nIf the sub-workflow reports an error, send a notification to the configured recipient(s) and mark the email red."
},
"typeVersion": 1
},
{
"id": "83b7fb82-4f4f-4f9b-ab1c-8b6c9b59e4a8",
"name": "Poll inbox every minute",
"type": "n8n-nodes-base.scheduleTrigger",
"position": [
576,
624
],
"parameters": {
"rule": {
"interval": [
{
"field": "minutes",
"minutesInterval": 1
}
]
}
},
"typeVersion": 1.3
},
{
"id": "2d17e56f-e8af-4422-a443-d24e781e673e",
"name": "Set error recipients",
"type": "n8n-nodes-base.set",
"position": [
784,
624
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "cfg-recipients",
"name": "errorRecipients",
"type": "string",
"value": "you@example.com"
}
]
}
},
"typeVersion": 3.4
},
{
"id": "36adae40-8cab-416d-b0ba-fcc4a06f7930",
"name": "Get inbox messages",
"type": "n8n-nodes-base.microsoftOutlook",
"position": [
1008,
624
],
"parameters": {
"output": "raw",
"options": {
"downloadAttachments": true
},
"filtersUI": {
"values": {
"filters": {
"custom": "not(categories/any(c:c eq 'Red category')) and not(categories/any(c:c eq 'Green category'))",
"foldersToInclude": [
"REPLACE_WITH_YOUR_FOLDER_ID"
]
}
}
},
"operation": "getAll",
"returnAll": true
},
"retryOnFail": true,
"typeVersion": 2
},
{
"id": "ae9204b7-4e42-40ec-a943-14cc2f97e383",
"name": "Run invoice extraction sub-workflow",
"type": "n8n-nodes-base.executeWorkflow",
"onError": "continueErrorOutput",
"position": [
1264,
624
],
"parameters": {
"mode": "each",
"options": {},
"workflowId": {
"__rl": true,
"mode": "list",
"value": "YjkCtn2HLgYCvHjO",
"cachedResultUrl": "/workflow/YjkCtn2HLgYCvHjO",
"cachedResultName": "Automatically create work4all invoices from Outlook inbox emails"
},
"workflowInputs": {
"value": {},
"schema": [],
"mappingMode": "defineBelow",
"matchingColumns": [],
"attemptToConvertTypes": false,
"convertFieldsToString": true
}
},
"typeVersion": 1.3
},
{
"id": "a5442323-6376-481f-a4f5-cadb57d07d5b",
"name": "Has errors?",
"type": "n8n-nodes-base.if",
"position": [
1584,
608
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 3,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "d26a6695-69cd-4253-a407-9ced41587f40",
"operator": {
"type": "array",
"operation": "exists",
"singleValue": true
},
"leftValue": "={{ $json.errors }}",
"rightValue": ""
}
]
}
},
"typeVersion": 2.3
},
{
"id": "4708d15c-e761-4e23-8be2-53337c710675",
"name": "Extract error",
"type": "n8n-nodes-base.code",
"position": [
1600,
1104
],
"parameters": {
"mode": "runOnceForEachItem",
"jsCode": "return { json: { error: $json.error } };"
},
"typeVersion": 2
},
{
"id": "41ddc203-67bc-4ffb-b429-b625a9e1b4ad",
"name": "Supplier/account/tax key set?",
"type": "n8n-nodes-base.if",
"position": [
1872,
560
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 3,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "or",
"conditions": [
{
"id": "d20cbe3b-92aa-4cdf-85ba-1158a2c9f54f",
"operator": {
"type": "boolean",
"operation": "equals"
},
"leftValue": "={{ $json.invoiceData.ahf_CreateCompleteIncomingInvoice.newSupplierCreated }}",
"rightValue": true
},
{
"id": "7e81baf3-a1d1-4709-af2a-afbd5f87dd0c",
"operator": {
"type": "boolean",
"operation": "equals"
},
"leftValue": "={{ $json.invoiceData.ahf_CreateCompleteIncomingInvoice.accountSet }}",
"rightValue": true
},
{
"id": "9217a33b-c484-4449-84dc-a4223258a114",
"operator": {
"type": "boolean",
"operation": "equals"
},
"leftValue": "={{ $json.invoiceData.ahf_CreateCompleteIncomingInvoice.taxKeytSet }}",
"rightValue": true
}
]
}
},
"typeVersion": 2.3
},
{
"id": "5795c9d9-c98a-4a69-9ab1-d30b7cd3c8a6",
"name": "Send error email",
"type": "n8n-nodes-base.microsoftOutlook",
"position": [
1888,
1104
],
"parameters": {
"subject": "=Invoice workflow \"{{ $workflow.name }}\" reported an error",
"bodyContent": "={{ JSON.stringify($json.error ?? $json.errors ?? {}) }}",
"toRecipients": "={{ $('Set error recipients').first().json.errorRecipients }}",
"additionalFields": {}
},
"typeVersion": 2
},
{
"id": "5178307a-7c8b-4742-a299-5f18158de3df",
"name": "Mark message red",
"type": "n8n-nodes-base.microsoftOutlook",
"position": [
2144,
1104
],
"parameters": {
"messageId": {
"__rl": true,
"mode": "id",
"value": "={{ $('Get inbox messages').item.json.id }}"
},
"operation": "update",
"updateFields": {
"categories": [
"Red category"
]
}
},
"typeVersion": 2
},
{
"id": "816671de-ad95-4d43-9b1a-85aed7fc271c",
"name": "Mark message yellow + green",
"type": "n8n-nodes-base.microsoftOutlook",
"position": [
2112,
448
],
"parameters": {
"messageId": {
"__rl": true,
"mode": "id",
"value": "={{ $('Get inbox messages').item.json.id }}"
},
"operation": "update",
"updateFields": {
"categories": [
"Yellow category",
"Green category"
]
}
},
"typeVersion": 2
},
{
"id": "92a4ab49-4759-483d-84f4-1fa6320f65cb",
"name": "Mark message green",
"type": "n8n-nodes-base.microsoftOutlook",
"position": [
2112,
656
],
"parameters": {
"messageId": {
"__rl": true,
"mode": "id",
"value": "={{ $('Get inbox messages').item.json.id }}"
},
"operation": "update",
"updateFields": {
"categories": [
"Green category"
]
}
},
"typeVersion": 2
},
{
"id": "5bec4487-c3af-4641-97ec-49eca4de74d7",
"name": "Sticky Note - Sub-workflow Description",
"type": "n8n-nodes-base.stickyNote",
"position": [
3216,
64
],
"parameters": {
"color": 7,
"width": 460,
"height": 680,
"content": "## Sub-workflow: extract invoice data from email attachments using AI\nThe main flow calls this part via *Run invoice extraction sub-workflow*. It receives one email with its attachments, reads them with AI, and the **work4all** node books the incoming invoice with the original files attached.\n\n### How it works\n1. Keeps only emails that carry a readable PDF / XML / JSON attachment.\n2. Extracts invoice data in one of two modes (**Extraction config**):\n - **`backend`** (default) \u2014 work4all AI backend, uses the **work4all** credential.\n - **`llm`** \u2014 your own **OpenAI-compatible** model (*Call LLM*).\n3. Normalises the result, books the incoming invoice and attaches the files.\n\n### Customization\n- **Extraction mode** \u2014 default is `backend` (work4all AI). For your own model, set **Extraction config** to `llm` and add an **OpenAI-compatible** credential on *Call LLM*.\n- Switch provider/model in *Call LLM* and the `MODEL` constant in *Build LLM messages* (must support **PDF / file input**)."
},
"typeVersion": 1
},
{
"id": "053d3dd8-c88c-40bd-8d13-ba86e597306f",
"name": "Sticky Note - Input",
"type": "n8n-nodes-base.stickyNote",
"position": [
3760,
592
],
"parameters": {
"color": 7,
"width": 704,
"height": 448,
"content": "## 1 \u00b7 Input & validation\nReceives the email from the parent workflow and keeps only items that carry a readable PDF / XML / JSON attachment."
},
"typeVersion": 1
},
{
"id": "5744084b-06e4-4e15-bfd2-2c6ae9fe8d7d",
"name": "Sticky Note - Extract",
"type": "n8n-nodes-base.stickyNote",
"position": [
5152,
320
],
"parameters": {
"color": 7,
"width": 470,
"height": 540,
"content": "## 3 \u00b7 Extract invoice data\nBoth modes read the attachments and return the same structured invoice JSON \u2014 via the work4all AI backend or an OpenAI-compatible LLM (*Build LLM messages* \u2192 *Call LLM*)."
},
"typeVersion": 1
},
{
"id": "3d40e4b1-264f-486f-8344-c7e39f278b99",
"name": "Sticky Note - Book",
"type": "n8n-nodes-base.stickyNote",
"position": [
6368,
320
],
"parameters": {
"color": 7,
"width": 736,
"height": 472,
"content": "## 5 \u00b7 Book in work4all\nNormalises currency and dates, creates the incoming invoice in work4all and attaches the original files."
},
"typeVersion": 1
},
{
"id": "800b38a7-21a6-4b15-90a6-2911ab488a22",
"name": "When called by parent workflow",
"type": "n8n-nodes-base.executeWorkflowTrigger",
"position": [
3808,
864
],
"parameters": {
"inputSource": "passthrough"
},
"typeVersion": 1.1
},
{
"id": "60401e23-4436-4752-9653-0a63b13bc3e7",
"name": "Has attachments?",
"type": "n8n-nodes-base.if",
"position": [
4032,
864
],
"parameters": {
"options": {
"ignoreCase": false
},
"conditions": {
"options": {
"version": 3,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "7ea39fb4-a88f-4f20-85d2-6daea27f1c16",
"operator": {
"type": "boolean",
"operation": "equals"
},
"leftValue": "={{ Object.keys($binary ?? {}).length > 0 }}",
"rightValue": true
}
]
}
},
"typeVersion": 2.3
},
{
"id": "31c491c8-d82b-4116-a673-0703889ab124",
"name": "Build LLM messages",
"type": "n8n-nodes-base.code",
"position": [
5200,
688
],
"parameters": {
"mode": "runOnceForEachItem",
"jsCode": "// \u2699\ufe0f CONFIG: set your OpenAI-compatible model here\nconst MODEL = \"policy/EU-Sonnet-4-6\";\n\nconst item = $input.item;\n\nlet content = [\n {\n type: \"text\",\n text: `\nReturn ONLY valid JSON.\nDo not use markdown.\nDo not wrap in triple backticks.\nDo not add explanations before or after the JSON.\n\nUse exactly this shape:\n{\n \"found_invoice\": true,\n \"reason\": \"short explanation\",\n \"relevantAttachmentKeys\": [\"attachment_0\"],\n \"invoiceData\": {\n \"supplierCode\": null,\n \"supplierName\": null,\n \"supplierCustomerNumberAtSupplier\": null,\n \"supplierContactMailAddress\": null,\n \"supplierIban\": null,\n \"projectCode\": null,\n \"projectNumber\": null,\n \"projectName\": null,\n \"invoiceNumberSupplier\": null,\n \"note\": null,\n \"invoiceDate\": null,\n \"paymentTermDays\": null,\n \"discount1Rate\": null,\n \"discount1Days\": null,\n \"discount2Rate\": null,\n \"discount2Days\": null,\n \"currencyCode\": null,\n \"invoiceItems\": [\n {\n \"account\": null,\n \"costCenter\": null,\n \"costGroup\": null,\n \"projectCode\": null,\n \"taxRate\": null,\n \"netAmount\": null,\n \"grossAmount\": null,\n \"vatAmount\": null,\n \"note\": null\n }\n ]\n }\n}\n\nRules:\n- found_invoice = true only if at least one attachment is clearly an incoming supplier invoice / Eingangsrechnung / XRechnung / receipt relevant for accounting.\n- relevantAttachmentKeys must contain the original attachment keys like \"attachment_0\".\n- invoiceData field names must match exactly.\n- The note field should hold a short description, e.g. the supplier company name combined with the invoice period.\n- Each invoiceItems note should be a short note, not more than 50 characters.\n- Dates must be ISO-8601 strings if known, otherwise null.\n- Do not invent values.\n- Aggregate invoiceItems by VAT rate (Mehrwertsteuersatz), not by raw line item.\n- Return one invoiceItems entry per VAT bucket.\n- Sum netAmount, vatAmount and grossAmount per VAT bucket.\n- Only fill account, costCenter, costGroup, projectCode, taxCode if explicitly present in the documents.\n- If no invoice is found, return:\n {\n \"found_invoice\": false,\n \"reason\": \"...\",\n \"relevantAttachmentKeys\": [],\n \"invoiceData\": {\n \"supplierCode\": null,\n \"supplierName\": null,\n \"supplierCustomerNumberAtSupplier\": null,\n \"supplierContactMailAddress\": null,\n \"supplierIban\": null,\n \"projectCode\": null,\n \"projectNumber\": null,\n \"projectName\": null,\n \"invoiceNumberSupplier\": null,\n \"note\": null,\n \"invoiceDate\": null,\n \"paymentTermDays\": null,\n \"discount1Rate\": null,\n \"discount1Days\": null,\n \"discount2Rate\": null,\n \"discount2Days\": null,\n \"currencyCode\": null,\n \"invoiceItems\": []\n }\n }\n`\n }\n];\n\nlet has_xml_or_json = false;\n\nif (item.binary) {\n for (const key of Object.keys(item.binary)) {\n const file = item.binary[key];\n\n const mimeType = file.mimeType || \"\";\n const fileName = file.fileName || \"file\";\n\n const buffer = await this.helpers.getBinaryDataBuffer(0, key);\n const base64 = buffer.toString(\"base64\");\n\n const isPdf =\n mimeType.includes(\"pdf\") ||\n fileName.toLowerCase().endsWith(\".pdf\");\n\n if (isPdf) {\n has_xml_or_json = true;\n content.push({\n type: \"input_file\",\n filename: fileName,\n file_data: `data:application/pdf;base64,${base64}`\n });\n } else if (\n mimeType.includes(\"xml\") ||\n mimeType.includes(\"json\") ||\n fileName.endsWith(\".xml\") ||\n fileName.endsWith(\".json\")\n ) {\n has_xml_or_json = true;\n const text = buffer.toString(\"utf-8\");\n\n content.push({\n type: \"text\",\n text: `Content of ${fileName}:\\n${text}`\n });\n }\n }\n}\n\nreturn {\n json: {\n has_xml_or_json: has_xml_or_json,\n model: MODEL,\n messages: [\n {\n role: \"user\",\n content\n }\n ]\n }\n};"
},
"typeVersion": 2
},
{
"id": "ba8e471c-8029-4d1c-9053-4c588dfaf234",
"name": "Has readable attachment?",
"type": "n8n-nodes-base.if",
"position": [
4272,
768
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 3,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "a5d662cb-f633-4648-bc88-bcc9362b9630",
"operator": {
"type": "boolean",
"operation": "true",
"singleValue": true
},
"leftValue": "={{ Object.values($binary ?? {}).some(f => /pdf|xml|json/i.test(((f.mimeType || '') + ' ' + (f.fileName || '')))) }}",
"rightValue": ""
}
]
}
},
"typeVersion": 2.3
},
{
"id": "6c741ed5-bc8d-4881-a04e-45139ff26d97",
"name": "Call LLM",
"type": "n8n-nodes-base.httpRequest",
"position": [
5424,
688
],
"parameters": {
"url": "https://router.eu.requesty.ai/v1/chat/completions",
"method": "POST",
"options": {},
"jsonBody": "={{ $json }}",
"sendBody": true,
"sendHeaders": true,
"specifyBody": "json",
"authentication": "predefinedCredentialType",
"headerParameters": {
"parameters": [
{
"name": "Accept",
"value": "application/json"
}
]
},
"nodeCredentialType": "openAiApi"
},
"typeVersion": 4.4
},
{
"id": "2dfadd43-7b04-4d1d-b794-7871ee51bbf0",
"name": "Parse extraction result",
"type": "n8n-nodes-base.code",
"position": [
5824,
592
],
"parameters": {
"mode": "runOnceForEachItem",
"jsCode": "function removeNullish(value) {\n if (Array.isArray(value)) {\n return value.map(removeNullish);\n }\n if (value && typeof value === \"object\") {\n return Object.fromEntries(\n Object.entries(value)\n .filter(([, v]) => v !== undefined && v !== null && v !== \"\")\n .map(([k, v]) => [k, removeNullish(v)])\n );\n }\n return value;\n}\n\n// LLM path returns an OpenAI envelope ($json.choices[0].message.content);\n// the work4all AI backend returns the payload directly (often as a plain JSON string).\nlet raw = $json && $json.choices ? $json.choices[0].message.content : $json;\n\nlet parsed;\nif (typeof raw === \"string\") {\n raw = raw\n .replace(/^```json\\s*/i, \"\")\n .replace(/^```\\s*/i, \"\")\n .replace(/\\s*```$/, \"\")\n .trim();\n parsed = raw ? JSON.parse(raw) : {};\n} else {\n parsed = raw ?? {};\n}\n\nreturn {\n json: {\n found_invoice: parsed.found_invoice === true,\n reason: parsed.reason ?? \"\",\n relevantAttachmentKeys: parsed.relevantAttachmentKeys ?? [],\n invoiceData: removeNullish(parsed.invoiceData ?? {}),\n },\n binary: $input.item.binary,\n};"
},
"typeVersion": 2
},
{
"id": "f57966fa-9f5b-4a44-a99d-7688b7110496",
"name": "Has invoice?",
"type": "n8n-nodes-base.if",
"position": [
6048,
592
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 3,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "6573bc49-61be-476e-95d7-3f9b4e26b1c9",
"operator": {
"type": "boolean",
"operation": "true",
"singleValue": true
},
"leftValue": "={{ $json.found_invoice }}",
"rightValue": ""
}
]
}
},
"typeVersion": 2.3
},
{
"id": "38f1e22e-16dd-4fe5-acde-74c2397209b4",
"name": "Filter attachments & normalize",
"type": "n8n-nodes-base.code",
"position": [
6416,
576
],
"parameters": {
"mode": "runOnceForEachItem",
"jsCode": "const relevantKeys = $json.relevantAttachmentKeys || [];\nconst sourceBinary = $('When called by parent workflow').item.binary || {};\n\nconst keptBinary = Object.fromEntries(\n relevantKeys\n .filter((key) => sourceBinary[key])\n .map((key) => [key, sourceBinary[key]])\n);\n\nconst invoiceData = { ...($json.invoiceData || {}) };\ninvoiceData.currency = \"EUR\";\ndelete invoiceData.currencyCode;\n\nfor (const key of [\"invoiceDate\", \"entryDate\", \"receiptDate\"]) {\n if (\n typeof invoiceData[key] === \"string\" &&\n /^\\d{4}-\\d{2}-\\d{2}$/.test(invoiceData[key])\n ) {\n invoiceData[key] = `${invoiceData[key]}T00:00:00Z`;\n }\n}\n\nconst receiptDate = $('When called by parent workflow').item.json.receivedDateTime;\n\ninvoiceData.receiptDate = receiptDate;\ninvoiceData.entryDate = receiptDate;\n\nreturn {\n json: {\n ...$json,\n invoiceData,\n relevantAttachmentKeys: relevantKeys,\n },\n binary: keptBinary,\n};"
},
"typeVersion": 2
},
{
"id": "5f4bdef7-116f-46c6-b387-597cbd5a0ec2",
"name": "Create incoming invoice",
"type": "n8n-nodes-work4all.work4all",
"position": [
6640,
576
],
"parameters": {
"dataMode": "json",
"attachmentsJson": "={{ ($json.relevantAttachmentKeys || []).map(k => ({ binaryPropertyName: k })) }}",
"attachmentsMode": "json",
"invoiceDataJson": "={{$json.invoiceData}}"
},
"typeVersion": 1
},
{
"id": "e4ddb9a2-81ce-4c6b-941d-2ae7c1ef88e9",
"name": "Format work4all result",
"type": "n8n-nodes-base.code",
"position": [
6864,
576
],
"parameters": {
"mode": "runOnceForEachItem",
"jsCode": "return {\n json: {\n messageId: $('When called by parent workflow').item.json.id,\n errors: $json.errors,\n invoiceData: $json.data\n }\n};"
},
"typeVersion": 2
},
{
"id": "6a1b5693-83dc-4608-953f-ee0f9eb56de0",
"name": "No invoice - skip",
"type": "n8n-nodes-base.noOp",
"position": [
6656,
1088
],
"parameters": {},
"typeVersion": 1
},
{
"id": "31cbc4dc-4cdf-4498-aa0d-c8fa2679d7fc",
"name": "Build result (no invoice)",
"type": "n8n-nodes-base.code",
"position": [
6896,
1088
],
"parameters": {
"mode": "runOnceForEachItem",
"jsCode": "return {\n json: {\n messageId: $('When called by parent workflow').item.json.id,\n success: true\n }\n};"
},
"typeVersion": 2
},
{
"id": "58a610b5-2455-4926-9122-84bb2a85635f",
"name": "Extraction config",
"type": "n8n-nodes-base.set",
"position": [
4592,
592
],
"parameters": {
"options": {
"stripBinary": false
},
"assignments": {
"assignments": [
{
"id": "a1b2c3d4-+12345678900000001",
"name": "extractionMode",
"type": "string",
"value": "backend"
}
]
},
"includeOtherFields": true
},
"typeVersion": 3.4
},
{
"id": "e53d64c8-a89e-42ba-a0d8-d9b96681723e",
"name": "Use work4all AI backend?",
"type": "n8n-nodes-base.if",
"position": [
4816,
592
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 3,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "b1b2c3d4-+12345678900000002",
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.extractionMode }}",
"rightValue": "backend"
}
]
}
},
"typeVersion": 2.3
},
{
"id": "fa9fdc89-d625-4613-8035-f74149e5ddf3",
"name": "Extract invoice data",
"type": "n8n-nodes-work4all.work4all",
"position": [
5424,
496
],
"parameters": {
"operation": "extractInvoiceData"
},
"typeVersion": 1
},
{
"id": "801e0bce-815a-4005-85a5-7984c248dca6",
"name": "Sticky Note - Extraction mode",
"type": "n8n-nodes-base.stickyNote",
"position": [
4560,
384
],
"parameters": {
"color": 7,
"width": 446,
"height": 416,
"content": "## 2 \u00b7 Choose extraction mode\nSet `extractionMode` in **Extraction config**: `backend` (work4all AI backend) or `llm` (your own OpenAI-compatible model)."
},
"typeVersion": 1
},
{
"id": "38a325fa-4b97-4f69-b053-294e07051c15",
"name": "Sticky Note - Parse",
"type": "n8n-nodes-base.stickyNote",
"position": [
5776,
320
],
"parameters": {
"color": 7,
"width": 420,
"height": 500,
"content": "## 4 \u00b7 Parse & check\nNormalises either output into the same shape and checks whether an invoice was found. If not, booking is skipped."
},
"typeVersion": 1
},
{
"id": "de2b6500-7534-4f57-a7b4-72cac1ff5408",
"name": "Sticky Note - No invoice",
"type": "n8n-nodes-base.stickyNote",
"position": [
6608,
928
],
"parameters": {
"color": 7,
"width": 488,
"height": 320,
"content": "## 6 \u00b7 No invoice\nItems without a usable invoice end here and return a simple skipped result."
},
"typeVersion": 1
},
{
"id": "ab6811e0-9be0-40d0-bcd9-3acf2b4261eb",
"name": "Sticky Note - Frame Sub workflow",
"type": "n8n-nodes-base.stickyNote",
"position": [
3072,
-112
],
"parameters": {
"color": "#141414",
"width": 4142,
"height": 1424,
"content": "# [Sub workflow] Extract invoice data with AI & book in work4all"
},
"typeVersion": 1
},
{
"id": "b0943532-a501-4f0d-acdc-bdec2c26dcc3",
"name": "Sticky Note - Frame Main workflow",
"type": "n8n-nodes-base.stickyNote",
"position": [
-80,
-80
],
"parameters": {
"color": "#141414",
"width": 2494,
"height": 1424,
"content": "# [Main workflow] Poll Outlook inbox, route & categorise emails"
},
"typeVersion": 1
},
{
"id": "f1e2d3c4-b5a6-4700-9c00-0002selfref01",
"name": "Sticky Note - Self reference",
"type": "n8n-nodes-base.stickyNote",
"position": [
1216,
208
],
"parameters": {
"color": 3,
"width": 360,
"height": 150,
"content": "## \u26a0\ufe0f First-time setup\nPoint *Run invoice extraction sub-workflow* to **this workflow** \u2014 it then jumps into the sub-workflow on the right."
},
"typeVersion": 1
}
],
"active": false,
"settings": {
"binaryMode": "separate",
"executionOrder": "v1"
},
"versionId": "998cdc4d-a42d-4826-bd39-a5a9115dd320",
"connections": {
"Call LLM": {
"main": [
[
{
"node": "Parse extraction result",
"type": "main",
"index": 0
}
]
]
},
"Has errors?": {
"main": [
[
{
"node": "Send error email",
"type": "main",
"index": 0
}
],
[
{
"node": "Supplier/account/tax key set?",
"type": "main",
"index": 0
}
]
]
},
"Has invoice?": {
"main": [
[
{
"node": "Filter attachments & normalize",
"type": "main",
"index": 0
}
],
[
{
"node": "No invoice - skip",
"type": "main",
"index": 0
}
]
]
},
"Extract error": {
"main": [
[
{
"node": "Send error email",
"type": "main",
"index": 0
}
]
]
},
"Has attachments?": {
"main": [
[
{
"node": "Has readable attachment?",
"type": "main",
"index": 0
}
],
[
{
"node": "No invoice - skip",
"type": "main",
"index": 0
}
]
]
},
"Send error email": {
"main": [
[
{
"node": "Mark message red",
"type": "main",
"index": 0
}
]
]
},
"Extraction config": {
"main": [
[
{
"node": "Use work4all AI backend?",
"type": "main",
"index": 0
}
]
]
},
"No invoice - skip": {
"main": [
[
{
"node": "Build result (no invoice)",
"type": "main",
"index": 0
}
]
]
},
"Build LLM messages": {
"main": [
[
{
"node": "Call LLM",
"type": "main",
"index": 0
}
]
]
},
"Get inbox messages": {
"main": [
[
{
"node": "Run invoice extraction sub-workflow",
"type": "main",
"index": 0
}
]
]
},
"Extract invoice data": {
"main": [
[
{
"node": "Parse extraction result",
"type": "main",
"index": 0
}
]
]
},
"Set error recipients": {
"main": [
[
{
"node": "Get inbox messages",
"type": "main",
"index": 0
}
]
]
},
"Create incoming invoice": {
"main": [
[
{
"node": "Format work4all result",
"type": "main",
"index": 0
}
]
]
},
"Parse extraction result": {
"main": [
[
{
"node": "Has invoice?",
"type": "main",
"index": 0
}
]
]
},
"Poll inbox every minute": {
"main": [
[
{
"node": "Set error recipients",
"type": "main",
"index": 0
}
]
]
},
"Has readable attachment?": {
"main": [
[
{
"node": "Extraction config",
"type": "main",
"index": 0
}
],
[
{
"node": "No invoice - skip",
"type": "main",
"index": 0
}
]
]
},
"Use work4all AI backend?": {
"main": [
[
{
"node": "Extract invoice data",
"type": "main",
"index": 0
}
],
[
{
"node": "Build LLM messages",
"type": "main",
"index": 0
}
]
]
},
"Supplier/account/tax key set?": {
"main": [
[
{
"node": "Mark message yellow + green",
"type": "main",
"index": 0
}
],
[
{
"node": "Mark message green",
"type": "main",
"index": 0
}
]
]
},
"Filter attachments & normalize": {
"main": [
[
{
"node": "Create incoming invoice",
"type": "main",
"index": 0
}
]
]
},
"When called by parent workflow": {
"main": [
[
{
"node": "Has attachments?",
"type": "main",
"index": 0
}
]
]
},
"Run invoice extraction sub-workflow": {
"main": [
[
{
"node": "Has errors?",
"type": "main",
"index": 0
}
],
[
{
"node": "Extract error",
"type": "main",
"index": 0
}
]
]
}
}
}
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About this workflow
This workflow polls a Microsoft Outlook folder for new supplier emails, sends each message to a companion n8n sub-workflow that creates an incoming invoice in work4all, and then categorizes the email (green/yellow/red) and emails errors via Outlook. Runs every minute on a…
Source: https://n8n.io/workflows/16448/ — original creator credit. Request a take-down →
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