Orlen

For Orlen, automate invoice management by retrieving unread invoices from Gmail, organizing them into monthly folders on Google Drive, and notifying your Slack channel. This workflow saves time and ensures important documents are systematically stored and communicated, enhancing efficiency and organization.

7/8/2025
10 nodes
Complex
schedulecomplexgoogle drivegmailslackautomationcodecustomcommunicationnotification
Categories:
Communication & MessagingSchedule TriggeredComplex Workflow
Integrations:
Google DriveGmailSlack

Target Audience

  • Finance Teams: To automate the process of managing invoices received from Orlen.
    - Small Business Owners: To streamline invoice handling without manual intervention.
    - Office Managers: To ensure timely organization of financial documents in Google Drive.
    - Tech-Savvy Individuals: To leverage automation tools for efficient workflow management.

    • Problem Solved

    This workflow addresses the challenge of manually tracking and organizing invoices from Orlen. By automating the process, it ensures that invoices are received, stored, and acknowledged without human error, thereby saving valuable time and reducing the risk of missing important financial documents.

    Workflow Steps

  • Trigger: The workflow can be initiated either manually by clicking 'execute' or automatically every day at 23:45.
    - Fetch Current Date: It retrieves the current year, month, and day to facilitate folder organization.
    - Get Year Folder: Searches Google Drive for a folder named after the current year to store invoices.
    - Get Month Folder: Within the year folder, it looks for a subfolder named after the current month.
    - Retrieve Invoices: It fetches all unread emails from Orlen containing attachments, ensuring that only relevant invoices are processed.
    - Upload Invoices: Each invoice is uploaded to the appropriate month folder in Google Drive, with a naming convention that includes the invoice directory and file extension.
    - Mark as Read: After uploading, the corresponding email is marked as read to prevent duplicate processing.
    - Notify via Slack: Sends a notification to a specified Slack channel, informing users that a new invoice has been added, including details like the directory path, year, and month.

    • Customization Guide

  • Change Trigger Time: Modify the cron settings to adjust the frequency and time of the automated trigger.
    - Adjust Email Filter: Update the Gmail query in the 'Orlen Invoice' node to filter emails from different senders or with specific subjects.
    - Modify Folder Structure: Change the naming conventions in the 'Get Year folder' or 'Get Month folder' nodes to fit your organization’s filing system.
    - Customize Slack Message: Edit the message content in the Slack node to include additional details or change the tone to better fit your team’s communication style.
    - Add More Integrations: Extend the workflow by adding nodes for other applications (like accounting software) to further automate financial processes.