Automatisierte Erstellung von Rechnungen und Teambenachrichtigungen mit Jotform, Xero, Outlook und Telegram

• •HTTP Webhook-Endpunkt (wird von n8n automatisch generiert)
• •Telegram Bot Token
• •OpenAI API Key

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  "name": "Automated Invoice Creation & Team Notification with Jotform, Xero, Outlook, and Telegram",
  "tags": [],
  "nodes": [
    {
      "id": "61d97eb7-9e7a-4ec4-a567-c03180ccdd0f",
      "name": "Formularübermittlung empfangen",
      "type": "n8n-nodes-base.webhook",
      "position": [
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      ],
      "webhookId": "1d06aca8-7d95-4394-8630-87450e7a2fbe",
      "parameters": {
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        "height": 320,
        "content": "## Receive Submission\nReceives the product/service form submission from Jotform"
      },
      "typeVersion": 1
    },
    {
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        "content": "## Automated Invoice Creation & Team Notification with Jotform, Xero, Outlook, and Telegram\nThis workflow automates the entire process of receiving a product/service order, checking or creating a customer in **Xero**, generating an invoice, emailing it, and notifying the sales team for example after sometime if no action has been taken yet (via **Telegram**)  — all triggered by a form submission (via **Jotform**).\n\n## How It Works\n### 1- Receive Submission\n* Triggered when a user submits a form.\n* Collects data like customer details, selected product/service, etc.\n\n### 2- Check If Customer Exists\n* Searches Xero to determine if the customer already exists.\n* ✅ **If Customer Exists:** **Update** customer details.\n* ❌ **If Customer Doesn’t Exist:** **Create** a new customer in Xero.\n\n### 3- Create The Invoice\n* Generates a new invoice for the customer using the item selected.\n\n### 4- Send The Invoice\n* Automatically sends the invoice via email to the customer.\n\n### 5- Wait For Sometime\nNow we will wait for 30 seconds (by default, you can change it) and then get the invoice details from Xero\n\n### 6- Notify The Team\n* Notifies the sales team for example via Telegram in case no action has been taken on the invoice and thus the team can act fast.\n\n## Who Can Benefit from This Workflow?\n* **Freelancers**\n* **Service Providers**\n* **Consultants & Coaches**\n* **Small Businesses**\n* **E-commerce or Custom Product Sellers**\n\n## Requirements\n- Jotform webhook setup, more info [here](https://www.jotform.com/help/245-how-to-setup-a-webhook-with-jotform/)\n- Xero credentials, more info [here](https://docs.n8n.io/integrations/builtin/credentials/xero)\n- Make sure that products/services values in Jotform are exactly the same as your item `Code` in your Xero account\n- Email setup, update email node (`Send email`), more info about Outlook setup [here](https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.microsoftoutlook)\n- LLM model credentials\n- Telegram credentials, more info [here](https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.telegram)"
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      "position": [
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      "parameters": {
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        "width": 256,
        "height": 320,
        "content": "## Format Data\nFormats the data thus making it easier to be used in other nodes"
      },
      "typeVersion": 1
    },
    {
      "id": "e5a8345a-0044-443d-86bc-f7053bb8d9a0",
      "name": "Daten formatieren",
      "type": "n8n-nodes-base.code",
      "position": [
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      "parameters": {
        "jsCode": "function extractAddressData(text) {\n  const regex = /Street Address:\\s*([^<]+)<br>Street Address Line 2:\\s*([^<]+)<br>City:\\s*([^<]+)<br>State \\/ Province:\\s*([^<]+)<br>Postal \\/ Zip Code:\\s*([^<]+)<br>Country:\\s*([^<]+)<br>/;\n  const matches = text.match(regex);\n  \n  if (matches) {\n    return {\n      line1: matches[1].trim(),\n      line2: matches[2].trim(),\n      city: matches[3].trim(),\n      stateProvince: matches[4].trim(),\n      postalZipCode: matches[5].trim(),\n      country: matches[6].trim()\n    };\n  }\n  \n  return {\n    line1: null,\n    line2: null,\n    city: null,\n    stateProvince: null,\n    postalZipCode: null,\n    country: null\n  }\n}\n\nreturn {\n  address: extractAddressData($input.first().json.body.billingAddress),\n  customer: {\n    name: $input.first().json.body.name,\n    email: $input.first().json.body.email,\n    phone: $input.first().json.body.phone\n  },\n  item: {\n    name: $input.first().json.body.itemName\n  }\n}"
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        "content": "## Create Contact\nCreates a new contact"
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        "content": "## Create The Invoice\nCreates a new invoice for that contact"
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    {
      "id": "c9b24758-5f94-49ee-9947-fc4e2b5ef674",
      "name": "Rechnung erstellen",
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      "position": [
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        16
      ],
      "parameters": {
        "type": "ACCREC",
        "contactId": "={{ $json.ContactID }}",
        "lineItemsUi": {
          "lineItemsValues": [
            {
              "taxType": "INPUT",
              "itemCode": "={{ $('Format data').item.json.item.name }}",
              "unitAmount": "10",
              "accountCode": "200"
            }
          ]
        },
        "organizationId": "bc9a44a6-eb14-4f81-b24c-ca676c506446",
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      "credentials": {
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          "name": "Xero account"
        }
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      "typeVersion": 1
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      "name": "KI-Agent",
      "type": "@n8n/n8n-nodes-langchain.agent",
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      ],
      "parameters": {
        "text": "={{ $json }}",
        "options": {
          "systemMessage": "=You are an AI assistant that generates a professional invoice email that you get from an Xero response (newly created invoice), so you will recive an Xero invoice response and thus your job is to create a professional html email content because this html email content will be sent to the customer."
        },
        "promptType": "define"
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      "executeOnce": false,
      "typeVersion": 2.2
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      "name": "OpenAI Chat Model",
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          "mode": "list",
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        "content": "## Send The Invoice\nSends the newly created invoice for that customer(via email)"
      },
      "typeVersion": 1
    },
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        "width": 400,
        "height": 320,
        "content": "## Check If Contact exists \nChecks if the contact exists in Xero or not"
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    },
    {
      "id": "121a9b5c-577b-464d-a79a-9635d2431a29",
      "name": "Prüfen, ob Kunde existiert",
      "type": "n8n-nodes-base.xero",
      "position": [
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        0
      ],
      "parameters": {
        "limit": 1,
        "options": {
          "where": "=EmailAddress=\"{{ $json.customer.email }}\""
        },
        "resource": "contact",
        "operation": "getAll",
        "organizationId": "bc9a44a6-eb14-4f81-b24c-ca676c506446"
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      "credentials": {
        "xeroOAuth2Api": {
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          "name": "Xero account"
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      "alwaysOutputData": true
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            "caseSensitive": true,
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              "operator": {
                "type": "object",
                "operation": "exists",
                "singleValue": true
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              "leftValue": "={{ $json }}",
              "rightValue": 0
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              "operator": {
                "type": "string",
                "operation": "exists",
                "singleValue": true
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              "leftValue": "={{ $json.ContactID }}",
              "rightValue": ""
            }
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      "typeVersion": 2.2
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      "id": "7048310b-d795-4d73-ae02-ba9532774c82",
      "name": "Neuen Kontakt erstellen",
      "type": "n8n-nodes-base.xero",
      "position": [
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      "parameters": {
        "name": "={{ $('Format data').item.json.customer.name }}",
        "resource": "contact",
        "organizationId": "bc9a44a6-eb14-4f81-b24c-ca676c506446",
        "additionalFields": {
          "phonesUi": {
            "phonesValues": [
              {
                "phoneType": "MOBILE",
                "phoneNumber": "={{ $('Format data').item.json.customer.phone }}"
              }
            ]
          },
          "addressesUi": {
            "addressesValues": [
              {
                "city": "={{ $('Format data').item.json.address.city }}",
                "type": "STREET",
                "line1": "={{ $('Format data').item.json.address.line1 }}",
                "line2": "={{ $('Format data').item.json.address.line2 }}",
                "region": "={{ $('Format data').item.json.address.stateProvince }}",
                "country": "={{ $('Format data').item.json.address.country }}",
                "postalCode": "={{ $('Format data').item.json.address.postalZipCode }}"
              }
            ]
          },
          "emailAddress": "={{ $('Format data').item.json.customer.email }}"
        }
      },
      "credentials": {
        "xeroOAuth2Api": {
          "id": "HZnbTfrr5leqrLUQ",
          "name": "Xero account"
        }
      },
      "typeVersion": 1
    },
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      "name": "Haftnotiz4",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
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      "parameters": {
        "color": 7,
        "width": 288,
        "height": 320,
        "content": "## Update Contact\nUpdates the contact"
      },
      "typeVersion": 1
    },
    {
      "id": "021f77f0-f990-4fc9-8bfd-82a2a0fc6fb2",
      "name": "Kontakt aktualisieren",
      "type": "n8n-nodes-base.xero",
      "position": [
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        -192
      ],
      "parameters": {
        "resource": "contact",
        "contactId": "={{ $json.ContactID }}",
        "operation": "update",
        "updateFields": {
          "name": "={{ $('Format data').item.json.customer.name }}",
          "phonesUi": {
            "phonesValues": [
              {
                "phoneType": "MOBILE",
                "phoneNumber": "={{ $('Format data').item.json.customer.phone }}"
              }
            ]
          }
        },
        "organizationId": "bc9a44a6-eb14-4f81-b24c-ca676c506446"
      },
      "credentials": {
        "xeroOAuth2Api": {
          "id": "HZnbTfrr5leqrLUQ",
          "name": "Xero account"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "f0631c6e-26fe-40c2-af37-1521f763fd7d",
      "name": "Warten",
      "type": "n8n-nodes-base.wait",
      "position": [
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      ],
      "webhookId": "671e2bb8-e74d-4e29-abf0-c81e7ee68646",
      "parameters": {
        "amount": 30
      },
      "typeVersion": 1.1
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      "name": "KI-Agent1",
      "type": "@n8n/n8n-nodes-langchain.agent",
      "position": [
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      ],
      "parameters": {
        "text": "={{ $json }}",
        "options": {
          "systemMessage": "=You are an AI assistant that generates a telegram notification message for an invoice that has been created recently and no action/change has been done on it yet, the input that you will receive is an Xero invoice details response, so you will recive an Xero invoice response and thus your job is to create a telegram message that will notify the team about the invoice that has no actions on it yet so the team can act fast and accordingly."
        },
        "promptType": "define"
      },
      "executeOnce": false,
      "typeVersion": 2.2
    },
    {
      "id": "59f827be-d826-403c-8713-69bfbe4349e8",
      "name": "OpenAI Chat Model1",
      "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
      "position": [
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      "parameters": {
        "model": {
          "__rl": true,
          "mode": "list",
          "value": "gpt-4o-mini",
          "cachedResultName": "gpt-4o-mini"
        },
        "options": {}
      },
      "credentials": {
        "openAiApi": {
          "id": "ns8LVe1zpSS3Kw9p",
          "name": "OpenAi account"
        }
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    },
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      "parameters": {
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        "width": 688,
        "height": 480,
        "content": "## Notify The Team To Act Fast\nNotifies the team (sales team for example) about the invoice since after 30 seconds no change has been done on the invoice and thus the team will be notified to act fast"
      },
      "typeVersion": 1
    },
    {
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      "position": [
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      "parameters": {
        "color": 7,
        "width": 288,
        "height": 320,
        "content": "## Wait For Sometime\nNow we will wait for 30 seconds"
      },
      "typeVersion": 1
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    {
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      "name": "Haftnotiz10",
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      "position": [
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      "parameters": {
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        "width": 288,
        "height": 320,
        "content": "## Get The Invoice\nGets the invoice details that has been just created in Xero"
      },
      "typeVersion": 1
    },
    {
      "id": "9ba91ea8-ab1c-4927-b638-d8cbafaf534b",
      "name": "Rechnung abrufen",
      "type": "n8n-nodes-base.xero",
      "position": [
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      ],
      "parameters": {
        "invoiceId": "={{ $json.InvoiceID }}",
        "operation": "get",
        "organizationId": "bc9a44a6-eb14-4f81-b24c-ca676c506446"
      },
      "credentials": {
        "xeroOAuth2Api": {
          "id": "HZnbTfrr5leqrLUQ",
          "name": "Xero account"
        }
      },
      "typeVersion": 1
    },
    {
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      "name": "Switch",
      "type": "n8n-nodes-base.switch",
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      ],
      "parameters": {
        "rules": {
          "values": [
            {
              "outputKey": "no change",
              "conditions": {
                "options": {
                  "version": 2,
                  "leftValue": "",
                  "caseSensitive": true,
                  "typeValidation": "strict"
                },
                "combinator": "and",
                "conditions": [
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                    "id": "c8ceadc4-e291-4cf2-8577-20263a8014ed",
                    "operator": {
                      "type": "string",
                      "operation": "equals"
                    },
                    "leftValue": "={{ $('Create the invoice').item.json.Status }}",
                    "rightValue": "={{ $json.Status }}"
                  }
                ]
              },
              "renameOutput": true
            }
          ]
        },
        "options": {}
      },
      "typeVersion": 3.3
    },
    {
      "id": "78a0a705-1fc4-463f-b889-882b039fa6c8",
      "name": "Team benachrichtigen",
      "type": "n8n-nodes-base.telegram",
      "position": [
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      ],
      "webhookId": "7c470313-c47a-4a20-a65a-7ca05e65143a",
      "parameters": {
        "text": "={{ $json.output }}",
        "chatId": "=",
        "additionalFields": {}
      },
      "typeVersion": 1.2
    },
    {
      "id": "83413816-6a78-475c-8b51-15e2153475bd",
      "name": "E-Mail senden",
      "type": "n8n-nodes-base.microsoftOutlook",
      "position": [
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        -352
      ],
      "webhookId": "b5b8c88e-fe37-4654-851e-c8e46a2d460d",
      "parameters": {
        "subject": "New Invoice",
        "bodyContent": "={{ $json.output }}",
        "toRecipients": "={{ $('Create the invoice').item.json.Contact.EmailAddress }}",
        "additionalFields": {}
      },
      "typeVersion": 2
    }
  ],
  "active": false,
  "pinData": {
    "Receive form submission": [
      {
        "json": {
          "body": {
            "name": "Adrian Mathews",
            "email": "yoled82772@elygifts.com",
            "phone": "(116) 777-9916",
            "itemName": "Design",
            "billingAddress": "Street Address: Nulla quia debitis est quam facilis amet enim cupidatat officia autem consequatur qui quis dolorem<br>Street Address Line 2: Possimus perferendis ad veritatis quia animi<br>City: Voluptatibus eveniet harum unde dolor doloremque cumque dol<br>State / Province: Reprehenderit rerum voluptas magni ut minim ad deleniti eni<br>Postal / Zip Code: 17167<br>Country: Seychelles<br>"
          }
        }
      }
    ]
  },
  "settings": {
    "executionOrder": "v1"
  },
  "versionId": "22162ab7-5bd4-47e2-ae4e-f12d91a01d11",
  "connections": {
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