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Invoice Verification and Validation with Gmail, Drive, Sheets and OCR AI

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Created by: Dhrumil Patel || itechdp

Dhrumil Patel

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Last update 6 days ago

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📝 Description (Full, User-Centric & Sales-Driven):

Tired of manually verifying purchase order invoices every single day? This plug-and-play n8n automation template saves your accounts team hours of work by automatically downloading, storing, extracting, and validating invoice data against your master item sheet — all without human intervention.

Perfect for SMEs, startups, procurement teams, and accounts departments, this automation handles PO invoice verification from email to final validation with 99% accuracy.

🚀 What This Automation Does End-to-End:

📥 Invoice Retrieval & Organization:

  • Runs Monday to Saturday, 8 hours/day
  • Reads invoices from specific vendor email(s) (e.g., [email protected])
  • Extracts the invoice date from the email subject
  • Automatically creates month & day-wise folders in Google Drive
  • Uploads each invoice PDF into its respective folder

🔍 AI + OCR Data Extraction & Validation:

  • Uses OCR to extract item data (name, quantity, rate, HSN, etc.) from each invoice PDF
  • Converts messy PDF data into clean structured format using AI Agent Model
  • Stores the data into a dedicated Google Sheet: "Store Invoice Data"

✅ Invoice vs. Master Data Validation:

  • Automatically fetches a second Google Sheet: "Store Master Data"

  • Compares each invoice item line-by-line with the master sheet:

    • Checks for Item Code, Name, Price mismatches
    • Calculates price differences and total loss/gain per invoice
    • Marks each line as Matched / Mismatched with notes

📬 Final Reporting:

  • Sends an automated summary email once all invoices are processed
  • Alerts if any mismatches found, allowing for early intervention

📂 Example Output:

Check how data is validated in real time:

👥 Who Is This For?

  • Accounts & Finance Teams
  • Procurement Departments
  • Growing Startups with Vendors
  • ERP/Automation Enthusiasts
  • Anyone tired of manually checking vendor bills

📦 What You’ll Get:

  • Ready-to-import n8n workflow (JSON)
  • Setup Guide (PDF or Notion link)
  • Sample Google Sheet template
  • Email + Google Drive + OCR setup guide
  • AI Agent configuration tips
  • BONUS: Customization support (optional)