Analyze invoices and predict cash flow with Gmail, Google Sheets, and Gemini AI

What this workflow does

This workflow automates invoice processing and cash flow prediction by combining Google Gemini AI with form-based invoice capture, fraud detection, and financial reporting.

Submit an invoice through the web form, and the workflow automatically extracts key data using AI, checks for fraud risk, logs everything to Google Sheets, predicts cash flow impact, and notifies your team via Slack and email.

How it works

1. Invoice capture — Sales or accounting team submits invoice details through a web form (supplier, amount, due date, line items)
2. AI data extraction — Google Gemini AI analyzes the invoice, extracts structured data, categorizes expenses, and calculates tax amounts
3. Fraud risk check — Automated rules flag suspicious invoices (unusual amounts, new vendors, duplicate detection) for manual review
4. Financial database — All processed invoices are automatically logged to Google Sheets with full extracted data and risk scores
5. Cash flow prediction — A second Gemini AI chain analyzes the invoice in context of payment terms to forecast 30/60/90-day cash flow impact
6. Team notifications — High-risk invoices trigger Slack alerts; completed financial reports are sent via Gmail

Key features

• 11 workflow nodes with 5 sticky notes for clear documentation
• AI-powered extraction: Gemini AI parses invoice data with structured output (vendor, amounts, line items, tax, categories)
• Fraud detection: Conditional logic flags invoices exceeding thresholds or matching suspicious patterns
• Cash flow forecasting: AI predicts payment timing impact across 30/60/90-day windows
• Dual notification system: Slack for urgent fraud alerts, Gmail for financial reports
• Centralized tracking: Google Sheets serves as the invoice database with full audit trail

Tools used

Setup

1. Set Google Gemini API key
2. Connect Google Sheets (OAuth2) and create an invoice tracking spreadsheet
3. Connect Slack workspace and select the alert channel
4. Connect Gmail account for report delivery
5. Activate the workflow and share the form URL with your team

Who is this for

• Small businesses processing invoices manually and wanting automation
• Accounting teams looking to reduce data entry and catch fraud early
• Finance managers who need cash flow visibility without complex ERP tools
• Startups building their first automated financial workflow

Results you can expect

• 90%+ reduction in manual invoice data entry time
• Automated fraud flagging before invoices reach payment approval
• Cash flow visibility with AI-predicted 30/60/90-day impact per invoice
• Complete audit trail in Google Sheets for compliance and reporting