Automate WhatsApp Invoices to HubSpot & Slack with Gemini

Streamline Invoicing with WhatsApp, HubSpot, and Slack Automation

Effortlessly manage your invoicing process by automating the capture and synchronization of invoice documents from WhatsApp to HubSpot and Slack with the power of Google Gemini. This innovative n8n workflow simplifies invoice handling by converting WhatsApp messages into actionable tasks in HubSpot, saving you time and reducing human error.

What this workflow does

• Triggers from WhatsApp: Instantly responds to new WhatsApp messages, identifying any attachments like images or documents.
• Downloads and processes invoices: Fetches the media URL, downloads the file, and converts it to base64 format for Google Gemini's API to extract structured invoice data in JSON format.
• Validates and directs invoices: Determines the invoice type and routes it accordingly based on the extracted details.
• Automates HubSpot tasks: For payable invoices not marked as paid, it searches for corresponding contacts in HubSpot, creates associated tasks, and sends confirmations back via WhatsApp.
• Closes deals in HubSpot: For receivable invoices, it seeks matching HubSpot deals using invoice IDs and closes them as won, sending a thank-you message on WhatsApp.
• Raises exceptions to Slack: Alerts are posted on Slack when there are unknown invoice statuses or missing HubSpot deals for receivable invoices.

Use cases

• Accounts Payable Efficiency: Automate the process of receiving, validating, and recording invoices from suppliers, reducing time spent on manual data entry.
• Seamless Accounts Receivable Management: Automatically close deals and send acknowledgments to clients, fostering better customer relationships and quicker payment resolutions.
• Enhanced Team Communication: Keep your finance and sales teams in sync with instant Slack notifications about invoice statuses and potential issues.

Technical details

• Integrations used: WhatsApp, Google Gemini (Google PaLM), HubSpot, Slack
• Nodes included: WhatsApp Trigger, If, Code, Switch, HubSpot, Slack
• Setup requirements: Connect WhatsApp Business credentials, Google Gemini API credentials, and configure the correct phone number ID for seamless operation.