Gmail Invoice PDF Automation

Target Audience

• Freelancers and Small Business Owners: Those who receive invoices from Paddle and need an automated way to manage them.
• Accountants: Professionals who handle multiple invoices and require efficient organization and storage solutions.
• Tech-Savvy Users: Individuals comfortable with automation tools seeking to streamline their email and document management processes.
• Gmail Users: Anyone using Gmail who wants to automate the extraction and storage of invoice-related emails.

Problem Solved

This workflow automates the process of managing invoice emails received from Paddle. It extracts invoice links from emails, downloads the PDF invoices, renames them for better organization, and moves them to a specified Google Drive folder. This eliminates the need for manual handling of invoices, saving time and reducing the risk of errors.

Workflow Steps

1. Gmail Trigger: The workflow starts with a trigger that checks for new emails in your Gmail account every minute.
2. Filter for Invoice Emails: The workflow checks if the email is from Paddle and contains 'Your invoice' in the subject line. If it does not meet these criteria, it moves to the 'Do nothing on other emails' node.
3. Extract Links: If the email matches, it extracts all 'a' tags (links) from the email content.
4. Split Out Links: The extracted links are split out for further processing.
5. Filter Invoice Links: It filters the links to keep only those that contain '/receipt/'.
6. Download Invoice PDF: The filtered link is used to download the invoice PDF from the provided URL via the pdflayer API.
7. Upload PDF to Google Drive: The downloaded PDF is uploaded to Google Drive.
8. Rename the PDF: Once uploaded, the PDF file is renamed to include the date in the format 'n8n_cloud_invoice_YYYY-MM-DD.pdf'.
9. Move to Folder: Finally, the renamed PDF is moved to the specified folder in Google Drive.