Attachments Gmail to drive and google sheets

For Gmail, this automated workflow efficiently transfers email attachments to Google Drive and Google Sheets, extracting key invoice details like date, description, and total price. It ensures timely organization of documents, reduces manual data entry, and enhances financial tracking, all while managing unread emails seamlessly.

7/8/2025
17 nodes
Complex
manualcomplexsticky notegmailtriggergoogle drivegmailextractfromfilelangchaingooglesheetsadvancedapiintegrationfilesstoragelogicconditional
Categories:
Communication & MessagingComplex WorkflowManual TriggeredData Processing & Analysis
Integrations:
Sticky NoteGmailTriggerGoogle DriveGmailExtractFromFileLangChainGoogleSheets

Target Audience

This workflow is ideal for:
- Small Business Owners: Who need to automate invoice processing and management.
- Freelancers: Looking to efficiently manage invoices received via email.
- Accountants: Who want to streamline data entry into accounting systems or spreadsheets.
- Administrative Professionals: Seeking to automate repetitive tasks related to invoice handling and documentation.

Problem Solved

This workflow addresses the challenges of manually processing invoices received via email. It automates the extraction of key information from PDF invoices, organizes them into Google Drive, and logs the data into Google Sheets, significantly reducing time spent on data entry and minimizing errors.

Workflow Steps

  • Trigger: The workflow begins with a manual trigger or an unread email in Gmail that contains invoice attachments.
    2. Filter Emails: It filters to only process emails that have attachments and are specifically invoices.
    3. Setup Folder: The workflow sets up a designated Google Drive folder to store the invoices.
    4. Download Attachments: The attachments (PDFs) are downloaded from the email.
    5. Upload to Google Drive: The PDFs are uploaded to the specified Google Drive folder.
    6. Rename Files: The uploaded files are renamed to include the invoice date and subject, ensuring clarity and organization.
    7. Move Files: The files are moved to the correct folder in Google Drive.
    8. Mark Emails as Read: The original emails are marked as read to avoid re-processing.
    9. Extract Data: The PDF content is extracted for further processing.
    10. Data Extraction with AI: The workflow employs an AI model to extract specific data points from the invoice, such as invoice date, description, total price, and a link to the document.
    11. Parse Output: The extracted data is structured for easy entry into Google Sheets.
    12. Append to Google Sheets: Finally, the structured data is appended to a reconciliation sheet in Google Sheets, maintaining a record of all invoices processed.

    • Customization Guide

    Users can customize this workflow by:
    - Changing Folder IDs: Update the url_to_drive_folder parameter to point to a different Google Drive folder.
    - Modifying Email Filters: Adjust the filters in the Gmail trigger to include or exclude specific email criteria.
    - Customizing Data Extraction Rules: Edit the prompt in the AI extraction step to tailor the data captured from invoices based on specific needs.
    - Adjusting Google Sheets Mapping: Modify the columns in the Google Sheets step to match the desired output format or to include additional fields as necessary.
    - Adding More Nodes: Incorporate additional nodes for further processing, such as sending notifications or integrating with accounting software.