Invoice Processing from Email: AI + Airtable

# Extract data from PDF invoices in Gmail and save to Airtable using AI

This workflow automates the processing of incoming PDF invoices, eliminating manual data entry. Designed for accountants and finance teams using Airtable as a document tracking system and aiming to digitize accounts payable without full ERP implementation.

## Who it´s for
- Accountants manually processing incoming invoices
- Finance departments in small and medium businesses
- Companies using Airtable for document management
- SMEs aiming to automate AP processes without ERP

## What the automation does
- Triggers when a new email with a PDF attachment arrives in Gmail
- Converts the PDF to JPG using ConvertAPI
- Sends the image to OpenAI GPT-4o to extract structured data: dates, invoice number, vendor, amounts
- Matches the extracted vendor name against a database in Airtable to assign correct vendor_id
- Saves structured invoice data into the Invoices table in Airtable
- Labels the processed email in Gmail to prevent reprocessing

## What´s included
- Ready-to-use n8n workflow
- Trigger and handler logic (hourly polling)
- Integrations with Gmail, ConvertAPI, OpenAI, and Airtable
- Basic text guide for deployment and adaptation

## Requirements for setup
- n8n instance (cloud or self-hosted)
- Gmail account with API access enabled
- ConvertAPI account for PDF-to-image conversion
- OpenAI account with GPT-4o access
- Airtable base with Invoices table and vendor reference table

## Benefits and outcomes
- Reduces invoice processing time to minutes per document
- Minimizes human error in data entry
- Centralized, structured storage of all invoices
- Automatic vendor matching against existing records
- Faster payment cycles due to immediate data availability
- Scalable: handles multiple invoices simultaneously

## Important: template only
Important: you are purchasing a ready-made automation workflow template only. Rollout into your infrastructure, connecting specific accounts and services, 1:1 setup help, custom adjustments for non-standard stacks and any consulting support are provided as a separate paid service at an individual rate. To discuss custom work or 1:1 help, contact via chat