GMAIL → DRIVE → GOOGLE SHEETS
Your invoice arrives. Your review queue fills itself.
Stop downloading each invoice and copying its totals. This configurable n8n workflow files the original and prepares a row for your review, without a model API key.
5 pages/month free, no card · optional 50 pages for €9/month · your own n8n instance and Google accounts required
From the inbox to a row you can check
One setup, then incoming invoices
Your Gmail label selects supplier invoice emails. n8n processes each PDF or photo attachment, one at a time.
Originals and fields stay together
The original goes into your private Drive folder. Eight suggested fields and the document link appear in your Google Sheet.
Review the row, keep the corrections
Open the original, correct the fields and mark the row REVIEWED. Replaying the same attachment skips an existing row, preserving your review.
What appears in your spreadsheet
| Supplier | Invoice | Total | Status | Original |
|---|---|---|---|---|
| Atelier Démo | DEMO-2026-001 | 120.00 EUR | TO_REVIEW | Private Drive link |
Illustration with fictional data, not a customer result. Your sheet also includes dates, net and tax totals, warnings, email link and a replay key.
Set up once
- Connect Gmail, Drive and Sheets credentials in your n8n instance. Create the Gmail label Repondea-Factures and apply it only to supplier invoices, manually or with a supplier filter.
- Create a private Drive folder and a spreadsheet tab named Invoices. Import the column headers below.
- Import the workflow. Replace YOUR_DRIVE_FOLDER_ID in both Drive nodes and YOUR_SHEET_ID in both Sheets nodes. Keep executions sequential (concurrency 1).
- Create your Repondea account, confirm your email and generate a revocable key. Select a Header Auth credential on Extract invoice fields: Authorization = Bearer followed by a space and your key.
- Test with a fictional labelled email containing one invoice. Check the original link, every field and TO_REVIEW status, then activate. The email is marked read after all its supported attachments have a row.
When something needs attention
An API, archive or sheet error stops the execution; the email is not marked read. Inspect the failed node in n8n. For an older message, mark it unread and explicitly test the trigger to recover it: automatic backfill is not guaranteed. A stored archive is reused and an existing row is skipped. An extraction repeated after a failed sheet write can use pages again. A forwarded copy has a different source key: check invoice duplicates yourself.
Fields remain TO_REVIEW. Compare them with the original before marking REVIEWED and exporting those rows. Originals stay in your private Drive; fields stay in your Sheet and n8n history. Repondea does not retain your documents or fields. This is a workflow you install, not a hosted Gmail connection.
One invoice per attachment · PDF 1–3 pages, PNG/JPEG ≤5 MB · no bank payment or accounting entry
Start with one invoice
The workflow download is free. Repondea includes five successful pages per month, without a card. Pro includes 50 pages for €9/month using the same workflow.
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