Automating Invoice Processing with n8n, PDF.co, and Airtable

Step 1: Trigger the Workflow from an Invoice Email

Add Email Trigger (IMAP) and connect your email account.

Configure the node:

• Mailbox: INBOX
• Download Attachments: True
• Action: Mark as Read
• Custom Email Rules: ["UNSEEN", ["SUBJECT", "Sales Invoice"]]

Send a test email with one PDF invoice attached. Confirm that the trigger returns the file as binary data, typically under attachment_0.

Step 2: Upload the Invoice to PDF.co

Add PDF.co API and select Upload File.

Configure the node:

• Binary File: True
• Input Binary Field: attachment_0
• File Name: invoice.pdf

The node uploads the attachment and returns a secure URL for the next step.

Step 3: Extract the Invoice Data

Add another PDF.co API node and select AI Invoice Parser.

In the source URL field, map the URL from the upload node:

={{ $json.url }}

The parser returns structured data such as:

• Vendor and customer details
• Invoice number and date
• Payment due date
• Total amount
• Line items

Step 4: Create the Airtable Record

Prepare an Airtable table with columns such as:

• Customer Name
• Customer Email
• Vendor Name
• Vendor Email
• Invoice Date
• Invoice Number
• Payment Due Date
• Total Amount

Add Airtable and choose Create a Record.

Select the base and table, then map the parser output:

• Customer Name: ={{ $json.body.customer.billTo.name }}
• Customer Email: ={{ $json.body.customer.billTo.contactInformation.email }}
• Vendor Name: ={{ $json.body.vendor.name }}
• Vendor Email: ={{ $json.body.vendor.contactInformation.email }}
• Invoice Date: ={{ $json.body.invoice.invoiceDate }}
• Invoice Number: ={{ $json.body.invoice.invoiceNo }}
• Payment Due Date: ={{ $json.body.paymentDetails.dueDate }}
• Total Amount: ={{ $json.body.paymentDetails.total }}

Step 5: Test and Activate

Send another invoice PDF to the monitored inbox and run the workflow.

Confirm that PDF.co extracts the invoice data and that a corresponding record appears in Airtable. Once the test succeeds, activate the workflow.