{"product_id":"n8n-workflow-3-way-match-vendor-invoices-in-google-sheets-gmail-alerts","title":"n8n Workflow: 3-Way Match Vendor Invoices in Google Sheets + Gmail Alerts","description":"\u003ch3\u003eAutomate PO\/GRN\/Invoicing 3-Way Matching with Google Sheets + Gmail alerts\u003c\/h3\u003e\n\u003cp\u003eThis n8n workflow automatically captures vendor invoice submissions, checks Google Sheets for duplicates, performs \u003cstrong\u003ePO\/GRN\/invoice 3-way match\u003c\/strong\u003e against your reference data, and sends \u003cstrong\u003eFinance-ready\u003c\/strong\u003e or \u003cstrong\u003eexception\u003c\/strong\u003e notifications via \u003cstrong\u003eGmail\u003c\/strong\u003e.\u003c\/p\u003e\n\n\u003ch3\u003eWhat this workflow does\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003e\n\u003cstrong\u003eReceives invoices via an n8n form trigger\u003c\/strong\u003e (vendor invoice submission).\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eNormalizes key fields\u003c\/strong\u003e such as Vendor ID, Invoice Number, PO, GRN, and item code, then generates a unique invoice key.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003ePrevents duplicate invoices\u003c\/strong\u003e by searching the Google Sheet tab \u003cstrong\u003e“Invoice Register”\u003c\/strong\u003e for an existing row with the same Vendor ID + Invoice Number. If a duplicate is found, it sends an email to the submitter using \u003cstrong\u003eGmail\u003c\/strong\u003e.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eRegisters valid invoices\u003c\/strong\u003e by appending them to \u003cstrong\u003e“Invoice Register”\u003c\/strong\u003e with status \u003cstrong\u003ePENDING_MATCH\u003c\/strong\u003e.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003ePerforms 3-way matching\u003c\/strong\u003e against Google Sheets reference data from \u003cstrong\u003e“Purchase Orders”\u003c\/strong\u003e and \u003cstrong\u003e“Goods Receipts”\u003c\/strong\u003e using PO\/GRN number and item code.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eValidates approvals and consistency\u003c\/strong\u003e, including checks for receipt status, vendor\/item\/currency consistency, and quantity\/price\/total validation.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eUpdates status and alerts Finance\u003c\/strong\u003e in \u003cstrong\u003e“Invoice Register”\u003c\/strong\u003e:\n    \u003cul\u003e\n      \u003cli\u003e\n\u003cstrong\u003eREADY_FOR_PAYMENT\u003c\/strong\u003e (and emails Finance via Gmail), or\u003c\/li\u003e\n      \u003cli\u003e\n\u003cstrong\u003ePAYMENT_HOLD\u003c\/strong\u003e with exception reasons (and emails Finance via Gmail).\u003c\/li\u003e\n    \u003c\/ul\u003e\n  \u003c\/li\u003e\n\u003c\/ul\u003e\n\n\u003ch3\u003eUse cases\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003eAccounts Payable teams routing vendor invoices for faster review with consistent PO\/GRN checks.\u003c\/li\u003e\n  \u003cli\u003eSaaS operators consolidating invoice intake into Google Sheets while using Gmail to notify Finance of readiness vs. holds.\u003c\/li\u003e\n  \u003cli\u003eAutomation engineers standardizing duplicate prevention and exception handling in an n8n workflow.\u003c\/li\u003e\n\u003c\/ul\u003e\n\n\u003ch3\u003eTechnical details\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003e\n\u003cstrong\u003en8n Form Trigger\u003c\/strong\u003e to collect vendor invoices\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eGoogle Sheets\u003c\/strong\u003e integration for reading\/writing tabs: \u003cem\u003eInvoice Register\u003c\/em\u003e, \u003cem\u003ePurchase Orders\u003c\/em\u003e, \u003cem\u003eGoods Receipts\u003c\/em\u003e\n\u003c\/li\u003e\n  \u003cli\u003eWorkflow logic using \u003cstrong\u003eif\u003c\/strong\u003e, \u003cstrong\u003eset\u003c\/strong\u003e, and \u003cstrong\u003ecode\u003c\/strong\u003e\n\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eGmail\u003c\/strong\u003e node for submitter and Finance notifications\u003c\/li\u003e\n  \u003cli\u003eUses a \u003cstrong\u003eunique invoice key\u003c\/strong\u003e and status values: \u003cem\u003ePENDING_MATCH\u003c\/em\u003e, \u003cem\u003eREADY_FOR_PAYMENT\u003c\/em\u003e, \u003cem\u003ePAYMENT_HOLD\u003c\/em\u003e\n\u003c\/li\u003e\n\u003c\/ul\u003e\n\u003cp\u003eSetup requires adding Google Sheets credentials and updating \u003cstrong\u003eYOUR_GOOGLE_SHEET_ID\u003c\/strong\u003e for the Invoice Register, Purchase Orders, and Goods Receipts queries\/updates.\u003c\/p\u003e","brand":"N8N Commerce","offers":[{"title":"Default Title","offer_id":46001882005683,"sku":"N8N-19446","price":43.99,"currency_code":"GBP","in_stock":true}],"thumbnail_url":"\/\/cdn.shopify.com\/s\/files\/1\/0749\/6279\/6723\/files\/GoBXLR7rCYlsKYPofARWg_Lnd6TOiR.png?v=1789118268","url":"https:\/\/buyflowscripts.com\/products\/n8n-workflow-3-way-match-vendor-invoices-in-google-sheets-gmail-alerts","provider":"N8N Commerce","version":"1.0","type":"link"}