Who is this workflow for? This workflow seamlessly automates the extraction of PDF invoices from the SmartBill API and stores them in Google Drive. It creates a dynamically named folder based on the previous month’s date, generates properly formatted invoice numbers, and organizes each PDF with a structured filename, ensuring efficient invoice management..

What does this workflow do?

  • Trigger and Data Setup:
  • The workflow is initiated manually.
  • It sets parameters including the invoice range (start and end numbers), invoice series, the parent Google Drive folder ID, and the destination folder for the PDF files.
  • Folder Handling:
  • Folder Name Calculation: The workflow calculates a default folder name based on the previous month’s date, formatted as YYYY-MM, ensuring consistent monthly organization.
  • Invoice Generation:
  • A code node iterates over the specified range of invoice numbers.
  • Each invoice number is padded to a custom number of digits (e.g., 0013), and the invoice series and folder ID are appended to each invoice item for standardized identification.
  • Retrieving Invoice PDFs:
  • For each generated invoice item, the workflow makes a request to the SmartBill API using an HTTP Request node.
  • It retrieves the corresponding PDF invoice and prepares it for upload.
  • Uploading to Google Drive:
  • The retrieved PDF is uploaded to the designated Google Drive folder.
  • Each file is saved with a structured filename, ensuring easy identification and retrieval.

🤖 Why Use This Automation Workflow?

  • Efficiency: Eliminates manual downloading and uploading of invoices, saving valuable time.
  • Organization: Automatically categorizes invoices into monthly folders with consistent naming conventions.
  • Scalability: Handles large volumes of invoices by generating and processing them in a structured manner.
  • Reliability: Reduces the risk of human error in invoice management and ensures all invoices are accurately archived.

👨‍💻 Who is This Workflow For?

  • Small to Medium-Sized Businesses: Businesses that use SmartBill for invoicing and need an organized way to store and manage their invoices.
  • Accountants and Bookkeepers: Professionals who require systematic access to clients’ invoices for record-keeping and auditing purposes.
  • Administrative Personnel: Staff responsible for managing financial documents and ensuring they are properly archived and accessible.

🎯 Use Cases

  1. Monthly Financial Reporting: Automatically collect and organize all invoices from the previous month for easy access during financial report generation.
  2. Tax Preparation: Ensure all invoices are systematically stored and readily available for tax filing and compliance purposes.
  3. Client Documentation: Provide clients with organized access to their invoices stored in shared Google Drive folders, enhancing transparency and service quality.

TL;DR

This workflow automates the process of collecting PDF invoices from SmartBill and organizing them in Google Drive. By setting up this automated system, users can ensure their invoices are consistently and accurately archived in a structured manner, enhancing efficiency and organization in financial management.

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