💰 Free n8n Workflow
Free Invoice Processing Automation
Eliminate manual invoice data entry. This workflow automatically extracts data from invoices, updates your accounting software, and reconciles payments.
What This Workflow Does
Everything included in this n8n automation template:
- Automatic invoice detection from email attachments or cloud folders
- OCR-powered data extraction for vendor, amount, and line items
- Direct integration with QuickBooks, Xero, or FreshBooks
- Payment reconciliation against bank transactions
- Approval workflow routing for invoices above threshold
- Finance team notifications with extracted invoice summary
Frequently Asked Questions
How accurate is the OCR data extraction?
Modern OCR achieves 90-98% accuracy on standard invoice formats. The workflow includes validation checks for common fields like amounts, dates, and vendor names. Unusual formats or handwritten invoices may require manual review, which the workflow flags automatically.
Which accounting software does this workflow support?
The workflow integrates with QuickBooks Online, Xero, FreshBooks, and Sage. It can also export to Google Sheets or Airtable if you're using spreadsheet-based accounting. We configure the connection to match your existing setup.
What happens if the workflow can't read an invoice?
Invoices that fail extraction or have low confidence scores are flagged for manual review. You receive a notification with the original document attached, and can manually enter the data or mark it for re-processing after adjustments.
Can it handle invoices in different currencies?
Yes. The workflow extracts currency information from invoices and can convert to your base currency using real-time exchange rates if needed. Multi-currency support is configured based on your accounting requirements.
Does this work with approval workflows?
Yes. You can configure approval thresholds—invoices above a certain amount route to designated approvers via email or Slack. The workflow tracks approval status and only creates accounting entries after approval is granted.
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