Automated Invoice Processing with Gmail, OCR.space, Slack & Xero Solution

Workflow overview

Why this workflow matters

Relevant for managed services and support workflows. Supports knowledge capture and document intelligence use cases.

How It Works Trigger: Watches for new emails in Gmail with PDF/image attachments. OCR: Sends the attachment to OCR.space API (https://ocr.space/OCRAPI) to extract invoice text. Parsing: Extracts key fields: Vendor Invoice number Amount Currency Invoice date Due date Description Validation Logic: Checks if amount is valid Ensures vendor and invoice number are present Flags high-value invoices (e.g., over $10,000) Routing: If invalid: Sends a Slack message highlighting issues Labels email as Rejected If valid: Logs the invoice into Google Sheets Sends a Slack message to the finance team for approval After approval, creates a draft invoice in Xero Labels the email as Processed in Gmail Set up steps • Estimated setup time: 45-60 mins • You’ll need connected credentials for Gmail, Slack, Google Sheets, and Xero • Replace the default API key for OCR.space with your own (in the HTTP Request node) • Update Slack channel IDs and label IDs to match your workspace • Adjust invoice validation rules as needed (e.g. currency, red flag conditions) All detailed explanations and field mappings are provided in sticky notes within the workflow.

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