AppUnits AI This workflow corresponds to n8n.io template #9797 — 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
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"id": "UVDQqxGZJ1zaxyNj",
"meta": {
"templateCredsSetupCompleted": true
},
"name": "Generate Invoices for Customers with Jotform, Xero and Gmail",
"tags": [],
"nodes": [
{
"id": "065aeee4-b7de-4e08-a95e-1c4846861411",
"name": "Receive form submission",
"type": "n8n-nodes-base.webhook",
"position": [
-464,
0
],
"parameters": {
"path": "bf87ee72-aecf-44e5-a466-3d0144da2221",
"options": {},
"httpMethod": "POST"
},
"typeVersion": 2.1
},
{
"id": "4b4284d5-10b9-439e-99f0-08f9c48fc683",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-544,
-112
],
"parameters": {
"color": 7,
"width": 256,
"height": 320,
"content": "## Receive Submission\nReceives the product/service form submission from Jotform"
},
"typeVersion": 1
},
{
"id": "33e3c8d0-02d4-4887-973a-106988ebe9d4",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
64,
-112
],
"parameters": {
"color": 7,
"width": 288,
"height": 320,
"content": "## Create/Update Contact\nCreates or updates the contact"
},
"typeVersion": 1
},
{
"id": "dc1c4f42-d6c8-455b-9c2b-4004a990eb21",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
400,
-112
],
"parameters": {
"color": 7,
"width": 256,
"height": 320,
"content": "## Create The Invoice\nCreates a new invoice for that contact"
},
"typeVersion": 1
},
{
"id": "aaf471ff-be4d-4bc7-9132-c45a01bdd5d1",
"name": "Sticky Note7",
"type": "n8n-nodes-base.stickyNote",
"position": [
-1328,
-400
],
"parameters": {
"width": 736,
"height": 832,
"content": "## Generate Invoices for Customers with Jotform, Xero and Gmail\nThis workflow automates the entire process of receiving a product/service order, checking or creating a customer in **Xero**, generating an invoice, and emailing it \u2014 all triggered by a form submission (via **Jotform**).\n\n## How It Works\n### 1- Receive Submission\n* Triggered when a user submits a form.\n* Collects data like customer details, selected product/service, etc.\n\n### 2- Create/Update The Customer\n* Creates/Updates the customer.\n\n### 3- Create The Invoice\n* Generates a new invoice for the customer using the item selected.\n\n### 4- Send The Invoice\n* Automatically sends the invoice via email to the customer.\n\n## Who Can Benefit from This Workflow?\n* **Freelancers**\n* **Service Providers**\n* **Consultants & Coaches**\n* **Small Businesses**\n* **E-commerce or Custom Product Sellers**\n\n## Requirements\n- Jotform webhook setup, more info [here](https://www.jotform.com/help/245-how-to-setup-a-webhook-with-jotform/)\n- Xero credentials, more info [here](https://docs.n8n.io/integrations/builtin/credentials/xero)\n- Make sure that products/services values in Jotform are exactly the same as your item `Code` in your Xero account\n- Email setup, update email node (`Send email`), more info about Gmail setup [here](https://docs.n8n.io/integrations/builtin/credentials/google)\n- LLM model credentials"
},
"typeVersion": 1
},
{
"id": "c391a307-3bef-45c9-8310-8110e7058a37",
"name": "Sticky Note8",
"type": "n8n-nodes-base.stickyNote",
"position": [
-240,
-112
],
"parameters": {
"color": 7,
"width": 256,
"height": 320,
"content": "## Format Data\nFormats the data thus making it easier to be used in other nodes"
},
"typeVersion": 1
},
{
"id": "7fac0a20-8cf3-4dfc-b65d-9b59444f1c61",
"name": "Format data",
"type": "n8n-nodes-base.code",
"position": [
-160,
0
],
"parameters": {
"jsCode": "function extractAddressData(text) {\n const regex = /Street Address:\\s*([^<]+)<br>Street Address Line 2:\\s*([^<]+)<br>City:\\s*([^<]+)<br>State \\/ Province:\\s*([^<]+)<br>Postal \\/ Zip Code:\\s*([^<]+)<br>Country:\\s*([^<]+)<br>/;\n const matches = text.match(regex);\n \n if (matches) {\n return {\n line1: matches[1].trim(),\n line2: matches[2].trim(),\n city: matches[3].trim(),\n stateProvince: matches[4].trim(),\n postalZipCode: matches[5].trim(),\n country: matches[6].trim()\n };\n }\n \n return {\n line1: null,\n line2: null,\n city: null,\n stateProvince: null,\n postalZipCode: null,\n country: null\n }\n}\n\nreturn {\n address: extractAddressData($input.first().json.body.billingAddress),\n customer: {\n name: $input.first().json.body.name,\n email: $input.first().json.body.email,\n phone: $input.first().json.body.phone\n },\n item: {\n name: $input.first().json.body.itemName\n }\n}"
},
"typeVersion": 2
},
{
"id": "28d16066-551a-4205-b24d-4759d02d881e",
"name": "Create/Update the contact",
"type": "n8n-nodes-base.xero",
"position": [
160,
0
],
"parameters": {
"name": "={{ $json.customer.name }}",
"resource": "contact",
"organizationId": "bc9a44a6-eb14-4f81-b24c-ca676c506446",
"additionalFields": {
"phonesUi": {
"phonesValues": [
{
"phoneType": "MOBILE",
"phoneNumber": "={{ $json.customer.phone }}"
}
]
},
"addressesUi": {
"addressesValues": [
{
"city": "={{ $json.address.city }}",
"type": "STREET",
"line1": "={{ $json.address.line1 }}",
"line2": "={{ $json.address.line2 }}",
"region": "={{ $json.address.stateProvince }}",
"country": "={{ $json.address.country }}",
"postalCode": "={{ $json.address.postalZipCode }}"
}
]
},
"emailAddress": "={{ $json.customer.email }}"
}
},
"credentials": {
"xeroOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "46594f4d-9682-4298-a366-40bcb54c9ccb",
"name": "Create the invoice",
"type": "n8n-nodes-base.xero",
"position": [
480,
0
],
"parameters": {
"type": "ACCREC",
"contactId": "={{ $json.ContactID }}",
"lineItemsUi": {
"lineItemsValues": [
{
"taxType": "INPUT",
"itemCode": "={{ $('Format data').item.json.item.name }}",
"unitAmount": "10",
"accountCode": "200"
}
]
},
"organizationId": "bc9a44a6-eb14-4f81-b24c-ca676c506446",
"additionalFields": {}
},
"credentials": {
"xeroOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "3b291d2e-a98a-474e-aaf2-8edd4bd734f1",
"name": "AI Agent",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
816,
-64
],
"parameters": {
"text": "={{ $json }}",
"options": {
"systemMessage": "=You are an AI assistant that generates a professional invoice email that you get from an Xero response (newly created invoice), so you will recive an Xero invoice response and thus your job is to create a professional html email content because this html email content will be sent to the customer."
},
"promptType": "define"
},
"executeOnce": false,
"typeVersion": 2.2
},
{
"id": "d770459b-7a80-4abb-8609-aece00840acb",
"name": "OpenAI Chat Model",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
816,
144
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4o-mini",
"cachedResultName": "gpt-4o-mini"
},
"options": {}
},
"credentials": {
"openAiApi": {
"name": "<your credential>"
}
},
"typeVersion": 1.2
},
{
"id": "ce21e6a5-1657-49ec-979e-d14c7f578364",
"name": "Sticky Note19",
"type": "n8n-nodes-base.stickyNote",
"position": [
704,
-192
],
"parameters": {
"color": 7,
"width": 592,
"height": 480,
"content": "## Send The Invoice\nSends the newly created invoice for that customer(via email)"
},
"typeVersion": 1
},
{
"id": "d661fc32-c68c-463d-b815-2f342a3ac011",
"name": "Send email",
"type": "n8n-nodes-base.gmail",
"position": [
1088,
-64
],
"parameters": {
"sendTo": "={{ $('Create the invoice').item.json.Contact.EmailAddress }}",
"message": "={{ $json.output }}",
"options": {},
"subject": "New Invoice"
},
"typeVersion": 2.1
}
],
"active": false,
"settings": {
"executionOrder": "v1"
},
"versionId": "d514ba5d-30a5-4cfb-b09f-b1a611151c1f",
"connections": {
"AI Agent": {
"main": [
[
{
"node": "Send email",
"type": "main",
"index": 0
}
]
]
},
"Format data": {
"main": [
[
{
"node": "Create/Update the contact",
"type": "main",
"index": 0
}
]
]
},
"OpenAI Chat Model": {
"ai_languageModel": [
[
{
"node": "AI Agent",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Create the invoice": {
"main": [
[
{
"node": "AI Agent",
"type": "main",
"index": 0
}
]
]
},
"Receive form submission": {
"main": [
[
{
"node": "Format data",
"type": "main",
"index": 0
}
]
]
},
"Create/Update the contact": {
"main": [
[
{
"node": "Create the invoice",
"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.
openAiApixeroOAuth2Api
Pro
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About this workflow
This workflow automates the entire process of receiving a product/service order, checking or creating a customer in Xero, generating an invoice, and emailing it — all triggered by a form submission (via Jotform). Receive Submission Triggered when a user submits a form. Collects…
Source: https://n8n.io/workflows/9797/ — original creator credit. Request a take-down →
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