← All recipes

Turn emailed vendor invoices into QuickBooks bills (n8n)

Watch an AP inbox, pull the fields out of PDF invoices with AI, and create a bill in QuickBooks Online for review.

Steps

1. Add a Gmail Trigger node on a dedicated label (e.g. AP/Inbox) with 'Download Attachments' on.
2. Use an IF node to keep only items with a PDF attachment.
3. Add Extract From File (operation: Extract From PDF) to turn the PDF into text.
4. Send the text to the OpenAI node (Message a Model) and ask for JSON: vendor, invoice number, date, due date, total, line items.
5. Look up the vendor with QuickBooks Online → Vendor → Get All (filter by name). Route to a 'new vendor' branch if nothing matches.
6. Create the bill with QuickBooks Online → Bill → Create, mapping the AI fields.
7. Move the email to an AP/Processed label so it isn't picked up twice.

Keep a human check here: High risk

Node and module names match n8n's docs as of Oct 2026. Apps rename triggers and actions sometimes, so check yours in the editor. Try it with test data or a sandbox company first.

Build it

Related recipes