Safa Khan This workflow corresponds to n8n.io template #13469 — we link there as the canonical source.
This workflow follows the Agent → Airtable 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 →
{
"id": "JdcsYaqlahWsuf6F7LlVU",
"meta": {
"templateCredsSetupCompleted": true
},
"name": "Automated invoice data extraction & tracking workflow",
"tags": [],
"nodes": [
{
"id": "ebb51c1f-8b91-4165-8a14-ff6be7890cb4",
"name": "OpenAI Chat Model",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
240,
1296
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4.1-mini"
},
"options": {}
},
"credentials": {
"openAiApi": {
"name": "<your credential>"
}
},
"typeVersion": 1.2
},
{
"id": "2d47510f-724e-462c-94ff-87e86e6daaa4",
"name": "Structured Output Parser",
"type": "@n8n/n8n-nodes-langchain.outputParserStructured",
"position": [
-32,
1280
],
"parameters": {
"jsonSchemaExample": "{\n \"invoiceNumber\": \"INV-123\",\n \"from\": \"John Street 23, 12443 Berlin, Germany\",\n \"to\": \"Smith Street 33, 23222 Berlin, Germany\",\n \"invoiceDate\": \"2025-08-20\",\n \"dueDate\": \"2025-08-25\",\n \"description\": \"Invoice for web development services\",\n \"amount\": {\n \"value\": 500,\n \"currency\": \"USD\"\n }\n}\n\n"
},
"typeVersion": 1.3
},
{
"id": "0a369168-d88e-4097-978e-e25005b0eced",
"name": "Gmail Trigger",
"type": "n8n-nodes-base.gmailTrigger",
"position": [
-1328,
1184
],
"parameters": {
"simple": false,
"filters": {
"q": "has:attachment"
},
"options": {
"downloadAttachments": true
},
"pollTimes": {
"item": [
{
"mode": "everyMinute"
}
]
}
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"retryOnFail": true,
"typeVersion": 1.3
},
{
"id": "717865e0-8312-4fe5-8eb8-6cc1f371e28e",
"name": "If",
"type": "n8n-nodes-base.if",
"position": [
-1168,
1184
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 3,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "3abead72-5035-4211-9852-b591659cf4fd",
"operator": {
"type": "boolean",
"operation": "equals"
},
"leftValue": "={{ $binary ? true : false }}",
"rightValue": true
},
{
"id": "10738653-34ad-48fe-aa09-cccc3f6f7502",
"operator": {
"type": "string",
"operation": "contains"
},
"leftValue": "={{ $json.subject.toLowerCase() }}",
"rightValue": "invoice"
}
]
}
},
"typeVersion": 2.3
},
{
"id": "60336b22-1df3-4307-a588-a6dc0f7e9682",
"name": "No Operation, do nothing",
"type": "n8n-nodes-base.noOp",
"position": [
-880,
1328
],
"parameters": {},
"typeVersion": 1
},
{
"id": "b2d37a06-ae4e-4abc-a403-c479cd06e962",
"name": "host image",
"type": "n8n-nodes-base.httpRequest",
"position": [
-928,
1056
],
"parameters": {
"url": "https://api.imgbb.com/1/upload",
"method": "POST",
"options": {},
"sendBody": true,
"contentType": "multipart-form-data",
"authentication": "genericCredentialType",
"bodyParameters": {
"parameters": [
{
"name": "image",
"parameterType": "formBinaryData",
"inputDataFieldName": "attachment_0"
}
]
},
"genericAuthType": "httpQueryAuth"
},
"credentials": {
"httpQueryAuth": {
"name": "<your credential>"
}
},
"retryOnFail": true,
"typeVersion": 4.2
},
{
"id": "89604f3d-e966-4318-ac4e-29ba608db729",
"name": "Extract text",
"type": "n8n-nodes-base.mistralAi",
"position": [
-160,
976
],
"parameters": {
"options": {},
"documentType": "image_url"
},
"credentials": {
"mistralCloudApi": {
"name": "<your credential>"
}
},
"retryOnFail": true,
"typeVersion": 1
},
{
"id": "797fa0a5-dbd3-4d7e-ab8b-c97932422309",
"name": "Download Invoice",
"type": "n8n-nodes-base.httpRequest",
"position": [
-320,
976
],
"parameters": {
"url": "={{ $('host image').item.json.data.image.url }}",
"options": {}
},
"retryOnFail": true,
"typeVersion": 4.4
},
{
"id": "8c9c6db3-6f30-458e-936c-e6adcacc6ebf",
"name": "Analyze Invoices",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
16,
976
],
"parameters": {
"text": "=You are an expert in analyzing invoices.\n\nHere is an invoice that you should analyze: {{ $json.pages[0].markdown }}",
"options": {},
"promptType": "define",
"hasOutputParser": true
},
"retryOnFail": true,
"typeVersion": 2.2
},
{
"id": "355b5cfc-f6cb-4781-8f4c-0f1c47cb5d18",
"name": "Search Existing Invoices",
"type": "n8n-nodes-base.airtable",
"position": [
-688,
1056
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appU9XzFqL5Aovj2M",
"cachedResultUrl": "https://airtable.com/appU9XzFqL5Aovj2M",
"cachedResultName": "Invoices from Gmail"
},
"table": {
"__rl": true,
"mode": "list",
"value": "tblQ9c8ReMH8zfafc",
"cachedResultUrl": "https://airtable.com/appU9XzFqL5Aovj2M/tblQ9c8ReMH8zfafc",
"cachedResultName": "Invoice details"
},
"options": {},
"operation": "search",
"filterByFormula": "={Invoice Number} = \"#{{ $json.data.image.name }}\""
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"retryOnFail": true,
"typeVersion": 2,
"alwaysOutputData": true
},
{
"id": "1fc26efe-06ae-4cb9-b4ca-153b718c9f12",
"name": "Check for Duplicates",
"type": "n8n-nodes-base.switch",
"position": [
-512,
1056
],
"parameters": {
"mode": "expression",
"output": "={{ $items(\"Search Existing Invoices\")[0].json.id ? 1 : 0 }}",
"numberOutputs": 2
},
"typeVersion": 3,
"alwaysOutputData": false
},
{
"id": "c496f51b-943e-41b9-ba27-7a96aa22e695",
"name": "Validate Data",
"type": "n8n-nodes-base.if",
"position": [
304,
976
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 3,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "cond1",
"operator": {
"type": "string",
"operation": "notEmpty",
"singleValue": true
},
"leftValue": "={{ $json.output.invoiceNumber }}",
"rightValue": ""
},
{
"id": "cond2",
"operator": {
"type": "number",
"operation": "gt"
},
"leftValue": "={{ $json.output.amount.value }}",
"rightValue": 0
},
{
"id": "cond3",
"operator": {
"type": "string",
"operation": "notEmpty"
},
"leftValue": "={{ $json.output.invoiceDate }}",
"rightValue": ""
},
{
"id": "cond4",
"operator": {
"type": "string",
"operation": "notEmpty"
},
"leftValue": "={{ $json.output.from }}",
"rightValue": ""
},
{
"id": "cond5",
"operator": {
"type": "string",
"operation": "notEmpty"
},
"leftValue": "={{ $json.output.to }}",
"rightValue": ""
}
]
}
},
"typeVersion": 2.3
},
{
"id": "957fca86-bb26-4682-922b-bd4abcc566dd",
"name": "Invalid Data Handler",
"type": "n8n-nodes-base.set",
"position": [
560,
1104
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "assign1",
"name": "error",
"type": "string",
"value": "Data validation failed"
},
{
"id": "assign2",
"name": "step",
"type": "string",
"value": "Validate Data"
},
{
"id": "assign3",
"name": "invoiceSubject",
"type": "string",
"value": "={{ $('Gmail Trigger').item.json.subject }}"
},
{
"id": "assign4",
"name": "timestamp",
"type": "string",
"value": "={{ $now }}"
},
{
"id": "assign5",
"name": "extractedData",
"type": "string",
"value": "={{ JSON.stringify($('Analyze Invoices').item.json.output) }}"
}
]
}
},
"typeVersion": 3.4
},
{
"id": "df661869-6506-469b-bb65-4a3adbf379dc",
"name": "Send Error Email",
"type": "n8n-nodes-base.gmail",
"position": [
784,
1104
],
"parameters": {
"sendTo": "user@example.com",
"message": "=An error occurred while processing an invoice.\n\n\ud83d\udccb Details:\n\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\n\n\ud83d\udd34 Error Type: {{ $json.error }}\n\ud83d\udcdd Failed Step: {{ $json.step }}\n\ud83d\udce7 Invoice Subject: {{ $json.invoiceSubject || 'N/A' }}\n\ud83d\udcca Invoice Number: {{ $json.invoiceNumber || 'N/A' }}\n\u23f0 Timestamp: {{ $json.timestamp }}\n\n\ud83d\udcac Error Message:\n{{ $json.errorMessage }}\n\n\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\n\n\u2699\ufe0f Action Required:\nPlease review the workflow execution in n8n.\n\n\ud83d\udd0d Additional Data:\n{{ $json.extractedData || $json.extractedText || 'No additional data' }}",
"options": {},
"subject": "=\u26a0\ufe0f Invoice Processing Error - {{ $json.step }}",
"emailType": "text"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"retryOnFail": true,
"typeVersion": 2.1
},
{
"id": "3095cb76-1aca-441a-8157-21a65e785826",
"name": "No Operation, do nothing1",
"type": "n8n-nodes-base.noOp",
"position": [
-304,
1280
],
"parameters": {},
"typeVersion": 1
},
{
"id": "5653a1bb-cec9-4099-8d7d-8aa15a1cb760",
"name": "upload invoice & details",
"type": "n8n-nodes-base.airtable",
"position": [
560,
848
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appU9XzFqL5Aovj2M",
"cachedResultUrl": "https://airtable.com/appU9XzFqL5Aovj2M",
"cachedResultName": "Invoices from Gmail"
},
"table": {
"__rl": true,
"mode": "list",
"value": "tblQ9c8ReMH8zfafc",
"cachedResultUrl": "https://airtable.com/appU9XzFqL5Aovj2M/tblQ9c8ReMH8zfafc",
"cachedResultName": "Invoice details"
},
"columns": {
"value": {
"To": "={{ $json.output.to }}",
"From": "={{ $json.output.from }}",
"Due Date": "={{ $json.output.dueDate }}",
"Client Name": "={{ $('Gmail Trigger').item.json.to.value[0].name }}",
"Amount (USD)": "={{ $json.output.amount.value }}{{ $json.output.amount.currency }}",
"Invoice Date": "={{ $json.output.invoiceDate }}",
"Invoice Number": "={{ $json.output.invoiceNumber }}",
"Link to Invoice": "={{ [ { url: $('host image').item.json.data.image.url } ] }}",
"Short Discription": "={{ $json.output.description }}",
"Client Email Address": "={{ $('Gmail Trigger').item.json.to.value[0].address }}"
},
"schema": [
{
"id": "Invoice Number",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Invoice Number",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "From",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "From",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "To",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "To",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Invoice Date",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Invoice Date",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Due Date",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Due Date",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Client Name",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Client Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Client Email Address",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Client Email Address",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Amount (USD)",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Amount (USD)",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Short Discription",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Short Discription",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Link to Invoice",
"type": "array",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Link to Invoice",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "create"
},
"credentials": {
"airtableTokenApi": {
"name": "<your credential>"
}
},
"retryOnFail": true,
"typeVersion": 2.1
},
{
"id": "a4da130a-6c16-47e5-8b66-761720921697",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-2336,
688
],
"parameters": {
"width": 832,
"height": 1216,
"content": "# \ud83d\udee0\ufe0f Setup Guide\n\n**Author:** [Safa Khan]()\n\nFollow the steps below to get this workflow up and running:\n\n### \u2705 Step 1: Choose Your Trigger\n\nDetermine what will kick off this workflow. In this example, we\u2019re using Gmail as the trigger node to watch for incoming emails with invoice attachments.\n\n### \u2705 Step 2: Connect Gmail Credentials\n\nMake sure your Gmail OAuth credentials are connected and attachment downloading is enabled in the trigger node settings.\n\n### \u2705 Step 3: Connect Airtable\n\nConnect your Airtable credentials and confirm your invoice database is ready.\n\nAirtable base link: https://airtable.com/appU9XzFqL5Aovj2M/shrnanmtZpUgbVsEo\n\n### \u2705 Step 4: Add Image Hosting API\n\n#### https://api.imgbb.com/\n\nConnect your imgbb API key in the HTTP Request node.\nThis step uploads invoice attachments and generates a public image URL required for OCR processing.\n\n### \u2705 Step 5: Connect OCR + AI Model\n\n#### https://admin.mistral.ai/organization/api-keys\n\nConnect your AI services to power the extraction and structuring steps:\n\nOCR provider (for text extraction)\n\nAI model (for structured invoice data)\n\nThese nodes convert invoice images into usable invoice records automatically.\n\n### \ud83d\udca1 Final Step: Test It Out\n\nSend a test email with an invoice attachment and verify:\n\nAttachment uploads correctly\n\nOCR extracts text\n\nAI structures invoice data\n\nAirtable record is created\n\nDuplicate invoices are prevented\n"
},
"typeVersion": 1
},
{
"id": "7080e6a2-30ca-41de-90db-729b79e08927",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
-1424,
1040
],
"parameters": {
"color": 7,
"width": 224,
"height": 304,
"content": "## Trigger"
},
"typeVersion": 1
},
{
"id": "4ef686e8-345e-435a-bff4-5e78dba62bb9",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
-1200,
1040
],
"parameters": {
"color": 7,
"width": 176,
"height": 304,
"content": "## Filter Logic"
},
"typeVersion": 1
},
{
"id": "27f96b32-fcc6-40a4-997f-e84a0a23864b",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
-992,
944
],
"parameters": {
"color": 7,
"width": 208,
"height": 288,
"content": "## Image hosting"
},
"typeVersion": 1
},
{
"id": "4c22a7c8-0d30-4099-9bcf-ca1e43a184f5",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
-768,
944
],
"parameters": {
"color": 7,
"width": 400,
"height": 288,
"content": "## Duplicate Protection"
},
"typeVersion": 1
},
{
"id": "a4010d10-4e09-48f0-b22e-852ee668b570",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
-368,
880
],
"parameters": {
"color": 7,
"width": 352,
"height": 256,
"content": "## OCR Extraction"
},
"typeVersion": 1
},
{
"id": "d5eab68a-eb4e-408a-b954-98f018749fc4",
"name": "Sticky Note6",
"type": "n8n-nodes-base.stickyNote",
"position": [
0,
864
],
"parameters": {
"color": 7,
"width": 272,
"height": 272,
"content": "## AI Data Structuring"
},
"typeVersion": 1
},
{
"id": "8ada1b6e-e2a0-4b2c-869a-3194dcdcf955",
"name": "Sticky Note7",
"type": "n8n-nodes-base.stickyNote",
"position": [
480,
752
],
"parameters": {
"color": 7,
"width": 256,
"height": 256,
"content": "## Store Invoice"
},
"typeVersion": 1
},
{
"id": "b7a2bc04-1fb2-44e9-9ce5-2d8dfead6d33",
"name": "Sticky Note8",
"type": "n8n-nodes-base.stickyNote",
"position": [
480,
1024
],
"parameters": {
"color": 7,
"width": 480,
"height": 224,
"content": "## Error Handling"
},
"typeVersion": 1
}
],
"active": true,
"settings": {
"binaryMode": "separate",
"availableInMCP": false,
"executionOrder": "v1"
},
"versionId": "2150715c-4b96-4bcc-a0a4-c6e1757146ac",
"connections": {
"If": {
"main": [
[
{
"node": "host image",
"type": "main",
"index": 0
}
],
[
{
"node": "No Operation, do nothing",
"type": "main",
"index": 0
}
]
]
},
"host image": {
"main": [
[
{
"node": "Search Existing Invoices",
"type": "main",
"index": 0
}
]
]
},
"Extract text": {
"main": [
[
{
"node": "Analyze Invoices",
"type": "main",
"index": 0
}
]
]
},
"Gmail Trigger": {
"main": [
[
{
"node": "If",
"type": "main",
"index": 0
}
]
]
},
"Validate Data": {
"main": [
[
{
"node": "upload invoice & details",
"type": "main",
"index": 0
}
],
[
{
"node": "Invalid Data Handler",
"type": "main",
"index": 0
}
]
]
},
"Analyze Invoices": {
"main": [
[
{
"node": "Validate Data",
"type": "main",
"index": 0
}
]
]
},
"Download Invoice": {
"main": [
[
{
"node": "Extract text",
"type": "main",
"index": 0
}
]
]
},
"OpenAI Chat Model": {
"ai_languageModel": [
[
{
"node": "Analyze Invoices",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Check for Duplicates": {
"main": [
[
{
"node": "Download Invoice",
"type": "main",
"index": 0
}
],
[
{
"node": "No Operation, do nothing1",
"type": "main",
"index": 0
}
]
]
},
"Invalid Data Handler": {
"main": [
[
{
"node": "Send Error Email",
"type": "main",
"index": 0
}
]
]
},
"Search Existing Invoices": {
"main": [
[
{
"node": "Check for Duplicates",
"type": "main",
"index": 0
}
]
]
},
"Structured Output Parser": {
"ai_outputParser": [
[
{
"node": "Analyze Invoices",
"type": "ai_outputParser",
"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.
airtableTokenApigmailOAuth2httpQueryAuthmistralCloudApiopenAiApi
Pro
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About this workflow
This n8n template demonstrates how to automatically process invoice attachments from email using OCR and AI. When an invoice is received in Gmail, the workflow extracts structured invoice data and stores it in Airtable while preventing duplicates.
Source: https://n8n.io/workflows/13469/ — original creator credit. Request a take-down →
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