Invoice Email → Google Sheets Accounting

The workflow JSON

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{
  "name": "04 - Invoice Email \u2192 Google Sheets Accounting",
  "nodes": [
    {
      "parameters": {
        "pollTimes": {
          "item": [
            {
              "mode": "everyMinute"
            }
          ]
        },
        "filters": {
          "q": "subject:(invoice OR \"payment due\" OR \"receipt\" OR \"order confirmation\") has:attachment newer_than:1d",
          "readStatus": "unread"
        },
        "options": {
          "attachmentsBinary": true,
          "downloadAttachments": true
        }
      },
      "id": "node-gmail-trigger",
      "name": "Gmail - Monitor Invoice Emails",
      "type": "n8n-nodes-base.gmailTrigger",
      "typeVersion": 1.2,
      "position": [
        260,
        300
      ],
      "credentials": {
        "gmailOAuth2": {
          "name": "<your credential>"
        }
      }
    },
    {
      "parameters": {
        "jsCode": "const email = $input.first().json;\n\n// Extract invoice data from email body\nconst body = email.text || email.snippet || email.body || '';\nconst subject = email.subject || '';\nconst from = email.from || '';\nconst date = email.date || new Date().toISOString();\n\n// Amount patterns: $1,234.56 / USD 1234.56 / 1,234.56 USD / Total: 1234.56\nconst amountPatterns = [\n  /\\$([\\d,]+\\.\\d{2})/g,\n  /USD\\s*([\\d,]+\\.\\d{2})/gi,\n  /([\\d,]+\\.\\d{2})\\s*USD/gi,\n  /total[:\\s]+\\$?([\\d,]+\\.\\d{2})/gi,\n  /amount[:\\s]+\\$?([\\d,]+\\.\\d{2})/gi,\n  /invoice[\\s\\w]*:\\s*\\$?([\\d,]+\\.\\d{2})/gi\n];\n\nconst amounts = [];\nfor (const pattern of amountPatterns) {\n  let match;\n  while ((match = pattern.exec(body)) !== null) {\n    const num = parseFloat(match[1].replace(/,/g, ''));\n    if (!isNaN(num) && num > 0) amounts.push(num);\n  }\n}\n\nconst maxAmount = amounts.length > 0 ? Math.max(...amounts) : 0;\n\n// Invoice number patterns\nconst invPattern = /(?:invoice|inv|#)\\s*[#:]?\\s*([A-Z0-9\\-]{4,20})/i;\nconst invMatch = (body + ' ' + subject).match(invPattern);\nconst invoiceNumber = invMatch ? invMatch[1] : `AUTO-${Date.now()}`;\n\n// Vendor from email\nconst vendorMatch = from.match(/^(.+?)\\s*</);\nconst vendor = vendorMatch ? vendorMatch[1].replace(/\"/g, '').trim() : from.split('@')[0];\n\n// Due date patterns\nconst dueDatePatterns = [\n  /due\\s+(?:by|on|date)[:\\s]+([\\w\\s,]+\\d{4})/i,\n  /payment\\s+due[:\\s]+([\\w\\s,]+\\d{4})/i\n];\nlet dueDate = '';\nfor (const p of dueDatePatterns) {\n  const m = body.match(p);\n  if (m) { dueDate = m[1].trim().substring(0, 30); break; }\n}\n\nreturn [{\n  json: {\n    invoiceNumber,\n    vendor,\n    fromEmail: from,\n    subject,\n    amount: maxAmount,\n    amountFormatted: maxAmount.toLocaleString('en-US', { style: 'currency', currency: 'USD' }),\n    dueDate,\n    emailDate: new Date(date).toLocaleDateString('en-US'),\n    isHighValue: maxAmount >= 1000,\n    emailId: email.id,\n    snippet: body.substring(0, 200)\n  }\n}];"
      },
      "id": "node-extract",
      "name": "Code - Extract Invoice Data",
      "type": "n8n-nodes-base.code",
      "typeVersion": 2,
      "position": [
        480,
        300
      ]
    },
    {
      "parameters": {
        "operation": "append",
        "documentId": {
          "__rl": true,
          "value": "YOUR_ACCOUNTING_SPREADSHEET_ID",
          "mode": "id"
        },
        "sheetName": {
          "__rl": true,
          "value": "Invoices",
          "mode": "name"
        },
        "columns": {
          "mappingMode": "defineBelow",
          "value": {
            "Date Received": "={{ $json.emailDate }}",
            "Invoice Number": "={{ $json.invoiceNumber }}",
            "Vendor": "={{ $json.vendor }}",
            "Vendor Email": "={{ $json.fromEmail }}",
            "Amount": "={{ $json.amount }}",
            "Due Date": "={{ $json.dueDate }}",
            "Status": "Pending",
            "Subject": "={{ $json.subject }}",
            "High Value": "={{ $json.isHighValue ? 'YES' : 'NO' }}",
            "Email ID": "={{ $json.emailId }}"
          }
        },
        "options": {}
      },
      "id": "node-sheets-log",
      "name": "Google Sheets - Log Invoice",
      "type": "n8n-nodes-base.googleSheets",
      "typeVersion": 4.5,
      "position": [
        700,
        300
      ],
      "credentials": {
        "googleSheetsOAuth2Api": {
          "name": "<your credential>"
        }
      }
    },
    {
      "parameters": {
        "conditions": {
          "options": {
            "caseSensitive": false,
            "leftValue": "",
            "typeValidation": "strict"
          },
          "conditions": [
            {
              "id": "high-value-check",
              "leftValue": "={{ $json.isHighValue }}",
              "rightValue": true,
              "operator": {
                "type": "boolean",
                "operation": "equals"
              }
            }
          ],
          "combinator": "and"
        }
      },
      "id": "node-if-highvalue",
      "name": "IF - High Value (\u2265$1000)?",
      "type": "n8n-nodes-base.if",
      "typeVersion": 2.2,
      "position": [
        920,
        300
      ]
    },
    {
      "parameters": {
        "select": "channel",
        "channelId": {
          "__rl": true,
          "value": "C_FINANCE_CHANNEL",
          "mode": "id"
        },
        "messageType": "block",
        "blocksUi": {
          "blocksValues": [
            {
              "type": "header",
              "text": {
                "type": "plain_text",
                "text": "\ud83d\udea8 High-Value Invoice Alert!"
              }
            },
            {
              "type": "section",
              "fields": [
                {
                  "type": "mrkdwn",
                  "text": "*Invoice #:* {{ $json.invoiceNumber }}"
                },
                {
                  "type": "mrkdwn",
                  "text": "*Amount:* {{ $json.amountFormatted }}"
                },
                {
                  "type": "mrkdwn",
                  "text": "*Vendor:* {{ $json.vendor }}"
                },
                {
                  "type": "mrkdwn",
                  "text": "*Due Date:* {{ $json.dueDate || 'Not specified' }}"
                }
              ]
            },
            {
              "type": "section",
              "text": {
                "type": "mrkdwn",
                "text": "*Subject:* {{ $json.subject }}\n*From:* {{ $json.fromEmail }}"
              }
            },
            {
              "type": "context",
              "elements": [
                {
                  "type": "mrkdwn",
                  "text": "Logged to Google Sheets Accounting \u2022 Requires approval for payment"
                }
              ]
            }
          ]
        }
      },
      "id": "node-slack-alert",
      "name": "Slack - High Value Alert",
      "type": "n8n-nodes-base.slack",
      "typeVersion": 2.2,
      "position": [
        1140,
        180
      ],
      "credentials": {
        "slackApi": {
          "name": "<your credential>"
        }
      }
    }
  ],
  "connections": {
    "Gmail - Monitor Invoice Emails": {
      "main": [
        [
          {
            "node": "Code - Extract Invoice Data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Code - Extract Invoice Data": {
      "main": [
        [
          {
            "node": "Google Sheets - Log Invoice",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Google Sheets - Log Invoice": {
      "main": [
        [
          {
            "node": "IF - High Value (\u2265$1000)?",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "IF - High Value (\u2265$1000)?": {
      "main": [
        [
          {
            "node": "Slack - High Value Alert",
            "type": "main",
            "index": 0
          }
        ],
        []
      ]
    }
  },
  "active": false,
  "settings": {
    "executionOrder": "v1"
  },
  "tags": [
    {
      "name": "accounting"
    },
    {
      "name": "invoices"
    },
    {
      "name": "finance"
    }
  ],
  "meta": {
    "description": "Monitors Gmail for invoice/receipt emails, extracts amounts using regex patterns, logs to a Google Sheets accounting ledger, and alerts the finance Slack channel for invoices \u2265$1,000.",
    "prerequisites": [
      "Gmail OAuth2 with mail.readonly and gmail.modify scopes",
      "Google Sheets OAuth2",
      "Slack Bot Token",
      "Google Sheet named 'Invoices' with columns: Date Received, Invoice Number, Vendor, Vendor Email, Amount, Due Date, Status, Subject, High Value, Email ID",
      "Update ACCOUNTING_SPREADSHEET_ID",
      "Adjust high-value threshold in IF node (default: $1,000)"
    ],
    "testingScenario": {
      "happy_path": "Forward a PDF invoice email; check Sheets row created, Slack alert if \u2265$1000",
      "edge_cases": [
        "Email with no dollar amount \u2192 amount = 0, still logged",
        "Multiple amounts \u2192 takes the maximum",
        "Non-invoice email matching filter \u2192 logs with 0 amount",
        "Duplicate invoice number \u2192 append still works, no dedup"
      ]
    }
  }
}

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.

• gmailOAuth2
• googleSheetsOAuth2Api
• slackApi

About this workflow

04 - Invoice Email → Google Sheets Accounting. Uses gmailTrigger, googleSheets, slack. Event-driven trigger; 5 nodes.

Source: https://github.com/satmakuru222/TheAIStackk/blob/main/n8n-workflows/04-invoice-email-sheets-accounting.json — original creator credit. Request a take-down →

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