Still downloading invoice attachments and copying dates and totals into Sheets? This workflow prepares the row and keeps its original one click away. You check the fields before exporting them.
I’m Milo from Repondea. Update: the original single-upload workflow is still available, and we’ve now added the full Gmail → private Drive → Sheets path.
What the complete workflow does
- Watches one Gmail invoice label and downloads one unread message per poll.
- Processes its PDF/PNG/JPEG attachments one at a time.
- Reuses an existing original in your private Drive folder, or archives it.
- Extracts supplier, invoice number, invoice/due dates, currency, net, tax and total through Repondea. No separate AI-provider key.
- Writes those eight fields, warnings and original/email links to your Sheet with status
TO_REVIEW. - Marks the email read only after all supported attachments reach the queue.
What happens when you replay it
An existing source_key row is skipped before extraction, so manual corrections and a REVIEWED status survive. Run executions sequentially. This covers the same message attachment, not a forwarded copy of the same invoice: still check supplier + invoice number yourself.
Tested in n8n 2.42.3 on 7 October, using fictional invoices and our own private Google files
- A complete labelled email reached the review queue and was marked read afterwards.
- A revoked key left the email unread and its original archived; recovery reused that original.
- Replay preserved a corrected row and used no extra extraction page.
- A mixed email skipped one deliberately pre-completed TEST row, processed its second PDF and ignored a TXT attachment. These are internal tests, not customer results.
Try it now: download the complete JSON and setup guide. Connect your Google credentials, set your label/folder/Sheet IDs, create a Repondea key and test a fictional invoice. The JSON download is free; extraction includes 5 pages/month without a card, or 50 pages for €9/month. A three-page PDF uses three pages.
One invoice per attachment, PDF 1–3 pages or PNG/JPEG, ≤5 MB. Header/totals only, not line items. Review every row against its original and export only reviewed rows; this does not post accounting entries or make payments. A failure after extraction but before writing Sheets can consume extraction pages again on retry.
Originals stay in your private Drive; fields are in your Sheet and n8n execution history. Repondea does not retain the files or extracted fields after processing. Configure retention in your own n8n instance.
The catalogue submission remains under review; the JSON is available now. Import it and try one invoice. If a field is missed, tell me which field and document layout without posting a private invoice.
Prefer a manual upload? The beginner guide and video cover that separate workflow.