{"product_id":"airtable-to-pdf-invoices-n8n-workflow-gmail-emailing","title":"Airtable to PDF Invoices: n8n Workflow + Gmail Emailing","description":"\u003ch3\u003eAutomatically generate PDF invoices from Airtable and email them via Gmail—every day\u003c\/h3\u003e\n\u003cp\u003eThis \u003cstrong\u003en8n automation\u003c\/strong\u003e workflow finds Airtable projects ready to invoice, validates the required invoice fields, generates a \u003cstrong\u003ePDF invoice\u003c\/strong\u003e using an HTML-to-PDF API, then \u003cstrong\u003eemails the PDF\u003c\/strong\u003e to the client with \u003cstrong\u003eGmail\u003c\/strong\u003e. It also updates Airtable to mark items as invoiced—or flags them as needing information.\u003c\/p\u003e\n\n\u003ch3\u003eWhat this workflow does\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003e\n\u003cstrong\u003eRuns daily\u003c\/strong\u003e at your configured time.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eQueries Airtable\u003c\/strong\u003e for projects where \u003cem\u003estatus\u003c\/em\u003e is \u003ccode\u003eready_to_invoice\u003c\/code\u003e and \u003cem\u003einvoiced\u003c\/em\u003e is false.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eValidates required fields\u003c\/strong\u003e for each project:\n    \u003cul\u003e\n      \u003cli\u003e\n\u003ccode\u003eclient_email\u003c\/code\u003e and \u003ccode\u003eproject_name\u003c\/code\u003e\n\u003c\/li\u003e\n      \u003cli\u003eeither \u003ccode\u003efixed_fee\u003c\/code\u003e or both \u003ccode\u003ehourly_rate\u003c\/code\u003e and \u003ccode\u003ebillable_hours\u003c\/code\u003e\n\u003c\/li\u003e\n    \u003c\/ul\u003e\n  \u003c\/li\u003e\n  \u003cli\u003eIf details are missing, updates the Airtable record status to \u003ccode\u003eneeds_info\u003c\/code\u003e.\u003c\/li\u003e\n  \u003cli\u003eIf details are complete, \u003cstrong\u003ecalculates subtotal, tax, and total\u003c\/strong\u003e and sets an \u003cstrong\u003einvoice date\u003c\/strong\u003e.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eBuilds an HTML invoice\u003c\/strong\u003e using project and configuration data.\u003c\/li\u003e\n  \u003cli\u003eSends the HTML to an \u003cstrong\u003eexternal HTML-to-PDF API\u003c\/strong\u003e and receives the \u003cstrong\u003ePDF\u003c\/strong\u003e.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eEmails the PDF invoice\u003c\/strong\u003e to the client using Gmail, then updates Airtable with the \u003cstrong\u003einvoice date\u003c\/strong\u003e and \u003cstrong\u003einvoice amount\u003c\/strong\u003e and marks the project as invoiced.\u003c\/li\u003e\n\u003c\/ul\u003e\n\n\u003ch3\u003eUse cases\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003eSend invoices automatically for service projects stored in \u003cstrong\u003eAirtable\u003c\/strong\u003e—no manual PDF creation.\u003c\/li\u003e\n  \u003cli\u003eEnsure billing accuracy by preventing sends when client email or fee\/hour fields are missing (set to \u003ccode\u003eneeds_info\u003c\/code\u003e).\u003c\/li\u003e\n  \u003cli\u003eFor SaaS ops and automation engineers: standardize invoice delivery with a repeatable \u003cstrong\u003en8n workflow\u003c\/strong\u003e.\u003c\/li\u003e\n\u003c\/ul\u003e\n\n\u003ch3\u003eTechnical details\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003e\n\u003cstrong\u003en8n nodes\/logic:\u003c\/strong\u003e if, set, code, gmail, airtable, sticky note\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eAirtable:\u003c\/strong\u003e uses an Airtable Personal Access Token plus your base ID and table name\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eGmail:\u003c\/strong\u003e Gmail OAuth2 to email the generated PDF from the configured sender mailbox\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003ePDF generation:\u003c\/strong\u003e external HTML-to-PDF API (HTML invoice → PDF response)\u003c\/li\u003e\n\u003c\/ul\u003e\n\u003cp\u003e\u003cstrong\u003eSetup note:\u003c\/strong\u003e ensure your Airtable table includes fields like \u003ccode\u003estatus\u003c\/code\u003e, \u003ccode\u003einvoiced\u003c\/code\u003e, \u003ccode\u003eclient_email\u003c\/code\u003e, \u003ccode\u003eclient_name\u003c\/code\u003e, \u003ccode\u003eproject_name\u003c\/code\u003e, \u003ccode\u003ehourly_rate\u003c\/code\u003e, \u003ccode\u003ebillable_hours\u003c\/code\u003e, and \u003ccode\u003efixed_fee\u003c\/code\u003e.\u003c\/p\u003e","brand":"N8N Commerce","offers":[{"title":"Default Title","offer_id":45742786707635,"sku":"N8N-17625","price":58.99,"currency_code":"GBP","in_stock":true}],"thumbnail_url":"\/\/cdn.shopify.com\/s\/files\/1\/0749\/6279\/6723\/files\/k__qp029HxgszpZn83A1B_dfETPMBd.png?v=1785402553","url":"https:\/\/buyflowscripts.com\/products\/airtable-to-pdf-invoices-n8n-workflow-gmail-emailing","provider":"N8N Commerce","version":"1.0","type":"link"}