Latenode
Gmail
OpenAI GPT Assistants
Google sheets

Automated invoice data extraction and storage in Google Sheets

This automation extracts key data from invoices using advanced PDF parsing and natural language processing. It starts by monitoring a Gmail inbox for new invoice emails with PDF attachments, then sends the PDFs to the LlamaParse service to convert them to structured Markdown format.

Next, it leverages an OpenAI language model to extract important details like date, number, line items, and totals from the Markdown. Finally, the extracted data is appended to a Google Sheets spreadsheet for further processing or reporting. This workflow enables finance and accounting teams to automate a previously manual task, realizing significant time and cost savings.

Updated Apr 2, 2026Est. run: 19sEst. cost: $0.0012
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

Workflow preview

What this template does

  • Extracts key invoice data from PDF attachments in Gmail emails
  • Converts PDF invoices to structured Markdown using LlamaParse
  • Leverages OpenAI to extract details like date, number, line items, and totals
  • Appends extracted data to a Google Sheets spreadsheet
  • Automates a previously manual task, enabling time and cost savings

How it works

1
Trigger

Monitor Gmail Inbox

The workflow starts by monitoring the Gmail inbox for new emails containing PDF attachments, which likely represent invoices.

2
Logic

Verify Email Attachment

The workflow checks if the email has a PDF attachment and ensures the invoice has not been processed before, to avoid duplicates.

3
AI

Extract Invoice Data

The PDF attachment is sent to the LlamaParse service to convert it to structured Markdown format. Then, an OpenAI language model is used to extract key invoice details like date, number, line items, and totals from the Markdown.

4
Action

Append to Google Sheet

The extracted invoice data is appended to a Google Sheets spreadsheet for further processing or reporting.

Setup guide

1

Add Gmail credential in Latenode Credentials

Add your Gmail account credentials in the Latenode Credentials panel. This will allow the workflow to access your Gmail inbox and monitor for new invoice emails.

2

Configure LlamaParse API credential in Latenode Credentials

Add your LlamaParse API key in the Latenode Credentials panel. This will enable the workflow to send PDF invoices to the LlamaParse service for parsing.

3

Configure OpenAI API credential in Latenode Credentials

Add your OpenAI API key in the Latenode Credentials panel. This will allow the workflow to leverage the OpenAI language model for extracting key invoice data.

4

Set up Google Sheets output in Latenode builder

In the Latenode visual builder, configure the Google Sheets node to specify the spreadsheet and worksheet where the extracted invoice data will be appended.

5

Map invoice data fields in Latenode builder

Within the node settings in the Latenode builder, map the extracted invoice data fields (date, number, line items, totals, etc.) to the corresponding columns in the Google Sheets output.

Requirements

Set up a Gmail account with access to the desired email inbox
Obtain an OpenAI API key with access to the GPT language model
Create a Google Sheets spreadsheet and grant edit access to the automation
Set up the LlamaParse service and obtain an API key or integration access

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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