Process invoice emails with Gmail, Parseur, Zoho Books, and Google Drive

Quick overview

This workflow monitors Gmail for invoice emails with PDF attachments, sends PDFs to Parseur for data extraction, checks and creates vendor bills in Zoho Books to prevent duplicates, and archives the original invoice PDFs into month-based folders in Google Drive.

How it works

1. Polls Gmail every minute for new emails that contain attachments and downloads the attached PDF.
2. Uploads the PDF to Parseur, waits briefly for processing, and retrieves the extracted invoice data as JSON via the Parseur API.
3. Searches Zoho Books for an existing bill for the configured vendor that matches the extracted invoice number.
4. If no matching bill exists, creates a new Zoho Books bill with the parsed dates and line items; otherwise it skips processing as a duplicate.
5. Downloads the original invoice PDF and looks up a Google Drive folder named in YYYY-MM format based on the invoice date.
6. Creates the month folder in Google Drive if it does not exist, then uploads the invoice PDF into that folder named as {invoice_number}.pdf.

Setup

1. Connect Gmail Trigger credentials and ensure the mailbox and search query (currently has:attachment) match where your invoice PDFs arrive.
2. Configure Parseur by setting the correct parserId and adding Parseur API authentication headers in the two HTTP Request steps that fetch the document and JSON output.
3. Add Zoho Books OAuth2 credentials and update organization_id, vendor_id, and the line item account_id values to match your Zoho Books setup.
4. Connect Google Drive credentials and confirm the target drive and parent folder (currently the Drive root) where monthly YYYY-MM archive folders should be created.
5. Verify the invoice JSON schema from Parseur includes invoice_number, invoice_date, due_date, and line_items fields as used to create the Zoho Books bill.