Latenode

Automate invoice data extraction and sync to Google Sheets

This automation workflow simplifies document and invoice processing for accounts and finance teams. It monitors a Gmail inbox for incoming PDF invoices, then uses LlamaParse and OpenAI to extract key data fields like invoice number, supplier details, and line items.

This structured data is then appended to a Google Sheets reconciliation sheet, saving significant time and effort compared to manual processing. The workflow is triggered by new invoice emails, applies relevant labels, and marks emails as processed to avoid duplicates. This end-to-end automation streamlines a common business task, allowing finance professionals to focus on higher-value work.

Updated Apr 6, 2026Est. run: 26sEst. cost: $0.0703
How Latenode estimates time and cost

Latenode bills workflow runs in credits: 1 credit = 30 seconds of processing. Minimum charge per run depends on your plan. Plug-and-Play (PnP) AI nodes are billed separately—each PnP token is $1 USD, charged pay-as-you-go at vendor cost plus a small processing fee, with no API keys required.

Full pricing — how credits work →
Documents & invoicing

What this template does

  • Extracts key invoice data from PDF documents using LlamaParse and OpenAI
  • Stores structured invoice data in a Google Sheets reconciliation sheet
  • Processes new invoices automatically by monitoring a Gmail inbox
  • Applies relevant labels and marks emails as processed to avoid duplicates
  • Exports a reconciliation sheet with invoice details for finance teams

How it works

1
Trigger

Monitor Gmail inbox for new PDF invoices

The workflow monitors a designated Gmail inbox for incoming PDF invoices. When a new invoice email is received, it triggers the automation process.

2
Logic

Extract key data from PDF invoices

The workflow uses LlamaParse and OpenAI to extract important data fields from the PDF invoices, such as invoice number, supplier details, and line item information.

3
Action

Append data to Google Sheets reconciliation sheet

The extracted invoice data is then appended to a Google Sheets reconciliation sheet, automating the process of tracking and organizing invoice information.

4
Logic

Apply labels and mark emails as processed

The workflow applies relevant labels to the processed invoice emails and marks them as completed to avoid duplicate processing.

Setup guide

1

Add Gmail Credential

In the Latenode Credentials panel, add a new credential for Gmail. Provide your Gmail account email and password.

2

Configure Google Sheets Node

In the Latenode visual builder, add a Google Sheets node. Configure the node to connect to your Google account and specify the Google Sheets document ID and sheet name where you want to append the invoice data.

3

Set up OpenAI Credential

In the Latenode Credentials panel, add a new credential for OpenAI. Provide your OpenAI API key.

4

Configure LlamaParse Node

In the Latenode visual builder, add a LlamaParse node. Configure the node with your LlamaParse API credentials to enable the invoice parsing functionality.

5

Map Output Fields

In the node settings for the LlamaParse and OpenAI nodes, map the extracted invoice data fields to the desired output structure, such as invoice number, supplier details, and line items.

Requirements

A Gmail account with access to the inbox that receives PDF invoices
An OpenAI API key to access the GPT-3 language model for invoice data extraction
A Google Sheets account and access to create and edit a reconciliation spreadsheet
Permissions to use the Gmail, OpenAI, and Google Sheets integrations within the automation workflow

FAQ

Common questions about this template

Each run uses credits on your Latenode plan. We charge for processing time (1 credit = 30 seconds). Your actual cost depends on your plan and how long the run takes. See pricing plans for plans and how credits work.
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