Docs/Integrations/n8n/Templates/Parse E-Invoices from Email to Sheets

Parse E-Invoices from Email to Sheets

Automatically extract structured invoice data from email attachments and log to Google Sheets. No OCR needed — 100% accurate parsing.

GmailInvoice-api.xhubGoogle Sheets5 min setup

How This Workflow Works

Parse E-Invoices from Email to Sheets — Workflow Diagram

1
Searches Gmail for emails with PDF or XML attachments
2
Extracts PDF/XML attachments from each email
3
Auto-detects the invoice format (XRechnung or ZUGFeRD)
4
Parses the e-invoice into structured JSON with 30+ fields
5
Transforms the data into a flat row format
6
Appends to Google Sheets for tracking, reporting, or accounting

Why This Matters

Unlike OCR-based solutions (90-95% accuracy), this workflow delivers 100% accurate data extraction from structured e-invoices — instantly, without LLM token costs, and with just one API key.

Google Sheets Structure

Column	Type	Example	Description
`invoiceNumber`	Text	`RE-2025-001`	Invoice number
`invoiceDate`	Date	`2025-01-15`	Invoice issue date
`dueDate`	Date	`2025-02-15`	Payment due date
`sellerName`	Text	`Lieferant GmbH`	Seller company name
`sellerVatId`	Text	`DE123456789`	Seller VAT ID
`buyerName`	Text	`Kunde AG`	Buyer company name
`buyerVatId`	Text	`DE987654321`	Buyer VAT ID
`subtotal`	Number	`1500.00`	Net total amount
`totalVat`	Number	`285.00`	Total VAT amount
`total`	Number	`1785.00`	Gross total amount
`currency`	Text	`EUR`	Currency code
`sourceFormat`	Text	`xrechnung`	Detected e-invoice format
`emailSubject`	Text	`Invoice RE-2025-001`	Subject of the source email
`processedAt`	Date	`2025-01-15T14:30:00Z`	Processing timestamp

Setup Steps

1
Install the n8n-nodes-invoice-api-xhub community node
2
Create an API key at invoice-api.xhub.io
3
Configure credentials: invoice-api.xhub, Gmail (OAuth2), Google Sheets (OAuth2)
4
Create a Google Sheet with 'Invoices' tab and column headers
5
Enter your spreadsheet ID in the 'Google Sheets: Append' node
6
Click 'Execute Workflow' to process existing emails

Workflow JSON

Preview (truncated)

json

1{
2  "name": "Parse E-Invoices from Gmail to Google Sheets",
3  "nodes": [
4    {
5      "id": "manual-trigger-parse",
6      "name": "Manual Trigger",
7      "type": "n8n-nodes-base.manualTrigger",
8      "typeVersion": 1,
9      "position": [400, 600],
10      "parameters": {}
11    },
12    {
13      "id": "gmail-search-parse",
14      "name": "Gmail: Search Emails",
15      "type": "n8n-nodes-base.gmail",
16      "typeVersion": 2.2,
17      "position": [640, 600],
18      "parameters": {
19        "operation": "getAll",
20        "simple": false,
21        "filters": {
22          "q": "=has:attachment filename:pdf OR filename:xml"
23        },
24        "options": {
25          "dataPropertyAttachmentsPrefixName": "attachment_",
26          "downloadAttachments": true
27        }
28      },
29      "credentials": {
30        "gmailOAuth2": {
31  // ... (truncated)

Use Cases

Accounts Payable

Automatically log incoming XRechnung/ZUGFeRD invoices from suppliers

Bookkeeping

Extract invoice data for DATEV or other accounting software import

E-Invoice Mandate 2025

Process incoming e-invoices as required by the German mandate

Audit Trail

Searchable spreadsheet of all received e-invoices

Get Started Now

Import the workflow into your n8n instance and get started in minutes.