Automate invoice processing with Gmail, OCR.space, Slack & Xero
n8n20 modulesv1.0How It Works 1. Trigger: Watches for new emails in Gmail with PDF/image attachments. 2. OCR: Sends the attachment to OCR.space API ( to extract invoice text. 3. Parsing: Extracts key fields: - Vendor - Invoice number - Amount - Currency - Invoice date - Due date - Description 4. Validation Logic: - Checks if amount is valid - Ensures vendor and invoice number are present - Flags high-value invoices (e.g., over $10,000) 5. Routing: - If invalid: - Sends a Slack message
At a glance
Automate invoice processing with Gmail, OCR.space, Slack & Xero is a ready-made n8n workflow you import as a workflow JSON file — no build required. It connects Gmail, Slack, Google Sheets, Xero. It's free to download. Follow the 5-step import below to go live in minutes.
- Platform
- n8n
- Connects
- Gmail, Slack, Google Sheets, Xero
- Modules
- 20
- Price
- Free
- Version
- v1.0
About this workflow
How It Works 1. Trigger: Watches for new emails in Gmail with PDF/image attachments. 2. OCR: Sends the attachment to OCR.space API ( to extract invoice text. 3. Parsing: Extracts key fields: - Vendor - Invoice number - Amount - Currency - Invoice date - Due date - Description 4. Validation Logic: - Checks if amount is valid - Ensures vendor and invoice number are present - Flags high-value invoices (e.g., over $10,000) 5. Routing: - If invalid: - Sends a Slack message highlighting issues - Labels email as Rejected - If valid: - Logs the invoice into Google Sheets - Sends a Slack message to the finance team for approval - After approval, creates a draft invoice in Xero - Labels the email as Processed in Gmail Set up steps • Estimated setup time: 45-60 mins • You’ll need connected credentials for Gmail, Slack, Google Sheets, and Xero • Replace the default API key for OCR.space with your own (in the HTTP Request node) • Update Slack channel IDs and label IDs to match your workspace • Adjust invoice validation rules as needed (e.g. currency, red flag conditions) All detailed explanations and field mappings are provided in sticky notes within the workflow.
How to import this n8n workflow
- 1
Download the workflow JSON file after purchase.
- 2
Open n8n → click the menu → Import from File.
- 3
Select the downloaded JSON and import.
- 4
Set up credentials for each node that requires them.
- 5
Click Execute Workflow to test, then activate.
Setup guide
Setup guide included
Purchase to unlock the full step-by-step guide
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- JSON blueprint — instant download
- Setup guide PDF included
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