n8n Workflow: Email PDF Invoices from Google Sheets (Orshot + Gmail)

Automatically email PDF invoices from Google Sheets—every 15 minutes

This n8n workflow automatically finds invoices marked Ready in your Google Sheets, calculates totals from matching line items, renders a professional PDF invoice with Orshot, emails it via Gmail, saves a copy to Google Drive, and writes delivery status + links back into the sheet.

What this workflow does

• Runs on a schedule every 15 minutes to process new invoices.
• Reads invoice rows from your Invoices sheet where the Status column is set to Ready.
• Loads line items from a second sheet and matches by invoice number.
• Calculates totals (subtotal/tax/total) and determines the due date. If required data is missing or invalid, the workflow flags the invoice as Error.
• Renders a PDF using an Orshot Studio template populated with the calculated invoice fields.
• Emails the PDF to the client using Gmail.
• Uploads the PDF to a chosen Google Drive folder.
• Updates Google Sheets with Sent or Error status, timestamps, and the Orshot PDF + Google Drive links.

Use cases

• Send invoices automatically when an order is finalized and marked Ready in Google Sheets.
• Generate consistent invoice PDFs for recurring SaaS billing or service businesses without manual formatting.
• Maintain an auditable record by storing every PDF in Google Drive and tracking status in the same spreadsheet.

Technical details

• Scheduling: runs every 15 minutes
• Integrations: Google Sheets, Orshot (Studio template + API key), Gmail, Google Drive
• Workflow logic/nodes referenced: if, code, no op, gmail, merge, sticky note

Setup (high level)

Add your invoice template to your Orshot workspace, configure Orshot API credentials, connect Google Sheets (Invoices + Line items sheet names and Spreadsheet ID), then set Gmail and Google Drive credentials and the destination folder for uploaded PDFs.