Automatisierung der Rechnungsverarbeitung mit KI-Datenextraktion, Google Drive und Sheets

• •Google Drive API-Anmeldedaten
• •Google Sheets API-Anmeldedaten
• •OpenAI API Key

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      "parameters": {
        "fileId": {
          "__rl": true,
          "mode": "id",
          "value": "={{ $json.id }}"
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        "options": {},
        "operation": "download"
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        "content": "## Text aus PDF extrahieren"
      },
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        "content": "## Informationsextrahierung mit KI"
      },
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    },
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      "parameters": {
        "text": "={{ $json.text }}",
        "options": {
          "systemPromptTemplate": "Du bist ein erfahrener Extraktionsalgorithmus für Rechnungen.\nExtrahiere ausschließlich relevante Informationen aus dem Text.\nWenn du den Wert eines gefragten Attributs nicht erkennst, darfst du den Attributwert weglassen. Gebe Beträge immer mit Komma als Dezimaltrennzeichen (1,99 statt 1.99), für die deutsche Schreibweise."
        },
        "attributes": {
          "attributes": [
            {
              "name": "Unternehmen",
              "required": true,
              "description": "Elisabeth HAKM"
            },
            {
              "name": "Kunde",
              "required": true,
              "description": "Kundenname "
            },
            {
              "name": "Rechnungsnummer",
              "required": true,
              "description": "Auf der Rechnung angegebene Rechnungsnummer"
            },
            {
              "name": "Rechnungsdatum",
              "required": true,
              "description": "Das Rechnungsdatum im Format \"YYYY-mm-dd\". Ist kein solches erkennbar, nutze das Zahlungsdatum."
            },
            {
              "name": "Nettobetrag",
              "required": true,
              "description": "Der Nettobetrag + € (ohne Mehrwertsteuer). Falls nicht explizit angegeben, berechne ihn aus dem Bruttobetrag und dem Steuersatz."
            },
            {
              "name": "Mehrwertsteuer",
              "required": true,
              "description": "Der Mehrwertsteuerbetrag."
            },
            {
              "name": "Monat",
              "required": true,
              "description": "Der ausgeschriebene Monat des Rechnungsdatums (\"Januar\", \"Februar\". etc.)"
            },
            {
              "name": "Jahr",
              "required": true,
              "description": "Der Jahr des Rechnungsdatums (\"2024\", \"2025\", etc.)"
            },
            {
              "name": "Artikel",
              "required": true,
              "description": "Zähle alle Artikel zusammen "
            },
            {
              "name": "Kundennummer",
              "required": true,
              "description": "Kundennummer"
            }
          ]
        }
      },
      "typeVersion": 1
    },
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      "name": "ExtractFromPDF",
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      ],
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        "options": {},
        "operation": "pdf"
      },
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    },
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      "id": "a2804a83-35b8-44fd-8c27-8c9529ce3032",
      "name": "Loop",
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      "position": [
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      ],
      "parameters": {
        "options": {}
      },
      "typeVersion": 3,
      "alwaysOutputData": false
    },
    {
      "id": "0f0a91ea-bcf4-4135-a2b5-f2c22863849d",
      "name": "GetYearFolder",
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        "options": {},
        "resource": "fileFolder",
        "queryString": "={{ $json.output.Jahr }}"
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            "cachedResultName": "My Drive"
          },
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            "mode": "id",
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          }
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        "queryString": "={{ $('Information Extractor').item.json.output.Monat }}"
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      "typeVersion": 3,
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      "parameters": {
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          "__rl": true,
          "mode": "id",
          "value": "={{ $('GetFile').item.json.id }}"
        },
        "driveId": {
          "__rl": true,
          "mode": "list",
          "value": "My Drive",
          "cachedResultUrl": "https://drive.google.com/drive/my-drive",
          "cachedResultName": "My Drive"
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        "operation": "move"
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      "name": "UpdateFileName",
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          "mode": "id",
          "value": "={{ $json.id }}"
        },
        "options": {},
        "operation": "update",
        "newUpdatedFileName": "={{ $('Information Extractor').item.json.output.Kunde }}     \n{{ $('Information Extractor').item.json.output.Monat }} {{ $('Information Extractor').item.json.output.Jahr }}"
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        "columns": {
          "value": {
            "Jahr": "={{ $('Information Extractor').item.json.output.Jahr }}",
            "MwST": "={{ $('Information Extractor').item.json.output.Mehrwertsteuer }}",
            "Kunde": "={{ $('Information Extractor').item.json.output.Kunde }}",
            "Monat": "={{ $('Information Extractor').item.json.output.Monat }}",
            "Nettobetrag": "={{ $('Information Extractor').item.json.output.Nettobetrag }}",
            "Kundennummer": "={{ $('Information Extractor').item.json.output.Kundennummer }}",
            "Rechnungsdatum": "={{ $('Information Extractor').item.json.output.Rechnungsdatum }}",
            "Rechnungsnummer": "={{ $('Information Extractor').item.json.output.Rechnungsnummer }}",
            "Elisabeth Standort": "={{ $('Information Extractor').item.json.output.Unternehmen }}"
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              "id": "Rechnungsnummer",
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              "displayName": "Monat",
              "defaultMatch": false,
              "canBeUsedToMatch": true
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              "id": "Jahr",
              "type": "string",
              "display": true,
              "removed": false,
              "required": false,
              "displayName": "Jahr",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Datei",
              "type": "string",
              "display": true,
              "removed": true,
              "required": false,
              "displayName": "Datei",
              "defaultMatch": false,
              "canBeUsedToMatch": true
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          "convertFieldsToString": false
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        "options": {},
        "operation": "append",
        "sheetName": {
          "__rl": true,
          "mode": "list",
          "value": "gid=0",
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          "cachedResultName": "Tabellenblatt1"
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          "mode": "list",
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        "width": 671,
        "height": 293,
        "content": "## Rechnung in entsprechenden Ordner verschieben und umbennenen"
      },
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    },
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      "name": "Sticky Note5",
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      "position": [
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        "content": "## Dokumentieren"
      },
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      "name": "Search files and folders",
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      ],
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            "cachedResultUrl": "https://drive.google.com/drive/folders/1Zc6vLxnVqTX1oZbn5lj54bRntQaDOnqy",
            "cachedResultName": "Rechnungsablage"
          }
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        "resource": "fileFolder"
      },
      "typeVersion": 3
    },
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      "name": "Google Drive Trigger",
      "type": "n8n-nodes-base.googleDriveTrigger",
      "position": [
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      ],
      "parameters": {
        "event": "fileCreated",
        "options": {},
        "pollTimes": {
          "item": [
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              "mode": "everyMinute"
            }
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        "returnAll": true,
        "queryString": "={{ $json.jahr }}"
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        "name": "={{ $('Loop Over Items').item.json.jahr }}",
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        "name": "={{ $json.monate }}",
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          "value": "My Drive"
        },
        "options": {},
        "folderId": {
          "__rl": true,
          "mode": "id",
          "value": "={{ $('Jahresordner erstellen').item.json.id }}"
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      "parameters": {
        "options": {},
        "fieldToSplitOut": "monate"
      },
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    {
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      "name": "Monate als Liste",
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              "id": "3d0336a2-4706-42ad-9b5a-b1ba22f7c859",
              "name": "monate",
              "type": "array",
              "value": " [\"Januar\", \"Februar\", \"März\", \"April\", \"Mai\", \"Juni\", \"Juli\", \"August\", \"September\", \"Oktober\", \"November\", \"Dezember\"]"
            }
          ]
        }
      },
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      "name": "Jahre auswählen",
      "type": "n8n-nodes-base.set",
      "position": [
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      "parameters": {
        "options": {},
        "assignments": {
          "assignments": [
            {
              "id": "e8e78387-492a-4668-97d6-e5be1e512661",
              "name": "jahr",
              "type": "array",
              "value": "[2024, 2025, 2026]"
            }
          ]
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      "typeVersion": 3.4
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    {
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      "type": "n8n-nodes-base.splitOut",
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      "parameters": {
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        "fieldToSplitOut": "jahr"
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        "options": {}
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    },
    {
      "id": "5a940700-4503-46bd-9cfa-137dbde8334a",
      "name": "Ordner noch nicht vorhanden",
      "type": "n8n-nodes-base.if",
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        "conditions": {
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            "leftValue": "",
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            "typeValidation": "strict"
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              "operator": {
                "type": "boolean",
                "operation": "true",
                "singleValue": true
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              "leftValue": "={{ $json.isEmpty() }}",
              "rightValue": ""
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        "content": "## Jahres / Monatsordner erstellen\n\nDieser Workflow erstellt die Jahresordner und die dazugehörigen Monatsordner.\n\nBeim Ausführen werden erst die Jahresordner die angegeben wurden erstellt, und dann werden in den Jahresordnern die jeweils angegebenen Monatsordner erstellt.\n\nZur Sicherheit dass die Ordner nicht mehrmals erstellt werden, wird beim erneuten ausführen eine Prüfung erstellt ob die jeweiligen Ordner bereits bestehen und werden nicht mehr erstellt.  \n"
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        "height": 544,
        "content": "# Ordner für Rechnungen erstellen"
      },
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    },
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      "name": "Sticky Note6",
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      "position": [
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      "parameters": {
        "color": 3,
        "width": 2160,
        "height": 688,
        "content": "# Eingehende Rechnungen verarbeiten"
      },
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        "content": "🧾 Automated Invoice Processing - n8n Workflow\n📖 Workflow Description\nThis n8n workflow automates the complete processing of PDF invoices with AI-powered data extraction. The workflow monitors a Google Drive folder, extracts important invoice data, and automatically organizes files in a structured filing system.\n\n🎯 Features\n🔍 Automatic monitoring of a Google Drive folder for new PDF files\n🤖 AI-powered data extraction from invoices (customer, amount, date, etc.)\n📁 Intelligent file sorting by year and month\n📝 Automatic renaming following a consistent schema\n📊 Central documentation in Google Sheets\n🔧 Required Integrations\nRequired Accounts:\nGoogle Drive (with folder permissions)\nGoogle Sheets (with write permissions)\nGoogle Gemini API (for AI data extraction)\nUsed n8n Nodes:\nGoogle Drive Trigger\nGoogle Drive (File Operations)\nGoogle Sheets\nExtract from File (PDF)\nInformation Extractor (LangChain)\nGoogle Gemini Chat Model\nSplit in Batches\n📋 Workflow Steps in Detail\n1. Monitoring & Triggering\nGoogle Drive Trigger monitors a defined input folder\nAutomatically starts when new PDF files are detected\nSplit in Batches enables batch processing of multiple files\n2. File Processing\nGetFile downloads PDF files from Google Drive\nExtractFromPDF converts PDF content to text\nSupports scanned documents as well\n3. AI Data Extraction\nThe Information Extractor node with Google Gemini extracts:\n\nCompany name/sender\nCustomer name and customer number\nInvoice number and date\nNet and gross amount\nValue-added tax\nArticle description\nMonth and year (for sorting)\n4. Automatic Filing\nGetYearFolder searches/creates year folders\nGetMonthFolder searches/creates month folders\nMoveFile moves invoice to correct folder\nUpdateFileName renames file (schema: “Customer Month Year”)\n5. Documentation\nAddToOverview enters all data into Google Sheets table\nEnables central overview and analysis\n⚙️ Setup Instructions\nStep 1: Prepare Google Drive\nCreate the following folder structure in Google Drive:\n\n📁 [Input Folder] (e.g., \"Invoices-Inbox\")\n📁 [Main Folder] (e.g., \"Accounting\")\n   └── 📁 2024\n       ├── 📁 January\n       ├── 📁 February\n       ├── 📁 March\n       └── ... (all months)\n   └── 📁 2025\n       └── ... (all months)\nStep 2: Create Google Sheets Table\nCreate a spreadsheet with the following columns:\n\nCustomer Number\nCustomer\n[Company Name] Location\nInvoice Date\nInvoice Number\nVAT\nNet Amount\nMonth\nYear\nStep 3: Configure Workflow\nConfigure Google Drive Trigger:\nSelect your input folder as “Folder to Watch”\nSet “Event” to “fileCreated”\nActivate the trigger\nSearch files and folders:\nSelect the same input folder as filter\nCustomize Information Extractor:\nAdapt attribute names to your needs\nChange company name in description\nAdjust system prompt if needed\nGetYearFolder & GetMonthFolder:\nSet the correct folder ID for your main folder\nCheck query string for year/month search\nAddToOverview:\nSelect your Google Sheets table\nMap columns according to your table\n🔧 Customization Options\nExtend Data Extraction:\nAdd more attributes in the Information Extractor node:\n\n{\n  \"name\": \"Payment Terms\",\n  \"description\": \"Days until payment due\",\n  \"required\": false\n}\nCustomize File Naming:\nChange the schema in the UpdateFileName node:\n\n\"{{ $('Information Extractor').item.json.output.InvoiceNumber }} - {{ $('Information Extractor').item.json.output.Customer }}\"\nChange Monitoring Interval:\nIn Google Drive Trigger under “Poll Times” select different intervals.\n\n🚨 Important Notes\n⚠️ Permissions:\nGoogle Drive: Full access to configured folders\nGoogle Sheets: Write permission for target table\nGoogle Gemini: Valid API key required\n📝 Data Format:\nWorks with German number formats (comma as decimal separator)\nDate format: YYYY-MM-DD\nSupports various PDF formats\n🔄 Error Handling:\nWorkflow fails if folders are missing\nIncomplete PDFs may lead to incomplete extractions\nCheck logs for troubleshooting\n📊 Performance & Limitations\nProcessing time: 30-60 seconds per invoice\nSupported formats: PDF (text and OCR)\nBatch processing: Yes, multiple files simultaneously\nAI accuracy: ~95% for standardized invoices\n🧪 Testing\nRun Test:\n\nUpload a test PDF to the input folder\nMonitor workflow execution in n8n\nCheck results in Google Sheets\nVerify correct file movement and renaming\nError Diagnosis:\n\nFor errors: check n8n logs\nConsider Google API quotas\nValidate folder permissions\n📄 License & Support\nThis workflow can be used and customized freely. For configuration questions or issues, check the n8n community or Google API documentation.\n\nTip: Start with a few test invoices before using the workflow in production!"
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