Gmail to Google Sheets Invoice Parsing with PDF.co AI in n8n

Automatically turn Gmail PDF invoices into structured rows in Google Sheets using PDF.co AI—powered by n8n

This n8n workflow monitors a Gmail label for incoming PDF invoice attachments, uses PDF.co AI Invoice Parser to extract key invoice fields, and writes them to Google Sheets (then labels each processed email so nothing gets duplicated).

What this workflow does

• Polls Gmail every minute for messages in your specified label that include a PDF attachment.
• Downloads the email and filters attachments to keep only PDF files.
• Uploads the PDF to PDF.co to generate a file URL.
• Runs the PDF.co AI Invoice Parser using that file URL to extract invoice data as structured JSON.
• Selects key invoice fields (vendor, invoice number, invoice/due dates, totals, tax) and also captures email metadata like sender, subject, and received date.
• Updates or appends in Google Sheets by matching on invoice number.
• Labels the processed email in Gmail to prevent the same invoice from being processed again.

Use cases

• Accounts teams who receive supplier invoices by email and need a live invoice register in Google Sheets.
• SaaS operators consolidating recurring invoices from multiple senders into one structured sheet.
• Automation engineers building reliable invoice ingestion without manual copy/paste from PDFs.

Technical details

• Gmail Trigger (OAuth2): polls every minute using your label-based search query.
• Filter: ensures only PDF attachments continue in the workflow.
• PDF.co nodes (n8n-nodes-pdfco / PDF.co API key): uploads PDFs and invokes PDF.co AI Invoice Parser.
• Data mapping step: extracts vendor, invoice number, dates, totals, tax, plus email metadata.
• Google Sheets (OAuth2): appends or updates rows by matching on invoice number.
• Gmail label step: marks invoices as processed.

Set up Gmail OAuth2 + a PDF.co API key + Google Sheets OAuth2, create a sheet with matching columns, and you’ll have a focused Gmail-to-Google-Sheets invoice parsing automation built for n8n.