Aruba e-Invoice IMAP to Excel: OpenAI, Dropbox & Gmail Alerts (n8n)

Turn Aruba e-invoice emails into monthly Excel reports in Dropbox—automatically

This n8n workflow monitors Aruba “Hai ricevuto una nuova fattura elettronica” email notices via IMAP, extracts invoice data, and generates a consolidated Excel report each month—then uploads it to Dropbox. You’ll also receive Gmail alerts if parsing fails or if the workflow errors.

What this workflow does

• Polls Aruba e-invoice notice emails using IMAP, filtering by the configured email subject and tracking the last processed message to avoid reprocessing.
• Parses email content to extract key fields: supplier, invoice number, document date, document type, and totals, plus the receipt timestamp in Europe/Rome.
• Derives a monthly key (yyyy.MM) and upserts** successfully parsed invoices into an n8n data table using a unique key to prevent duplicates.
• Notifies you when parsing fails by sending a Gmail email notification, so you can review and update the parsing logic.
• On schedule, consolidates monthly data: on the 1st of each month at 07:10 (or via an authenticated webhook with a target month), it selects the stored invoices for that month.
• Creates an Excel file for the chosen month, treating credit notes as negative, then uploads it to Dropbox to a prepared destination path.
• Errors trigger Gmail alerts including the last executed step and a link to the failed n8n execution.

Use cases

• SaaS operators consolidating Aruba e-invoices into monthly bookkeeping spreadsheets.
• n8n users who want automated data extraction from email notices without manual copy/paste.
• Finance teams needing Dropbox-hosted Excel reports with built-in monitoring via Gmail alerts.

Technical details

• IMAP + subject filter for Aruba notice emails (“Hai ricevuto una nuova fattura elettronica”).
• Data parsing and monthly logic implemented with if, set, and code nodes.
• Email alerts via Gmail (parsing failures and workflow errors).
• Monthly scheduling and month selection via switch (plus optional authenticated webhook).
• Excel generation and delivery to Dropbox.