How it works

• Watches a Google Drive folder for new (scanned) invoices. Each new file automatically triggers the workflow.
• Downloads and processes each invoice through OCR Space to extract the text.
• Extracts the company name (e.g. from the “billed to” field) and uses an AI agent to cross-reference it against a database in Google Sheets.
• If a match is found, retrieves the correct recipient email and sends the invoice as an attachment.
• If no match or an error occurs, the workflow alerts an operator by email for manual review.

Setting up the workflow

1. Connect Google Drive
   • In n8n, connect your Google Drive account.
   • Create or select a folder where you will upload scanned invoices.

2. Connect Gmail (or another email service)
   • Add your Gmail account as a credential in n8n.
   • This will be used to send the processed invoice to the correct recipient.

3. Set up OCR.Space
   • Create a free OCR.Space account: https://ocr.space
   • In n8n, create a Generic Credential (Header Auth).
   • Use apikey as the name and your OCR API key as the value.

4. Connect the AI Agent
   • Add your OpenAI API key as a credential in n8n.
   • The AI Agent will extract the company name from the invoice text and match it against your database.
   • If a match is found, it retrieves the correct email.

5. Prepare the Google Sheet database
   • Make a copy of the database sheet: Google Sheet Template
   • Fill it with company names and recipient emails.
   • Connect your Google account to n8n and link this sheet to the workflow.

6. Run the workflow
   • When a new invoice is uploaded to your Google Drive folder, the workflow will:
   • Extract the text with OCR.Space
   • Use the AI Agent to identify the company name
   • Cross-reference it with your Google Sheet database
   • Send the invoice automatically to the correct recipient via Gmail
   • If no match is found, an error email is sent to you for manual review