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GPT-4.1-mini Powered Invoice Processing from Gmail to Google Sheets with Slack
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https://n8nworkflows.xyz/workflows/gpt-4-1-mini-powered-invoice-processing-from-gmail-to-google-sheets-with-slack-10874
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# GPT-4.1-mini Powered Invoice Processing from Gmail to Google Sheets with Slack
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### 1. Workflow Overview
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This workflow automates invoice processing by integrating Gmail, AI-powered data extraction, Google Sheets logging, and Slack-based approval. It targets small business owners, finance teams, and freelancers aiming to streamline accounts payable by eliminating manual data entry.
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The workflow consists of five logical blocks:
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- **1.1 Input Reception:** Detect new invoice emails and fetch their attachments.
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- **1.2 Data Extraction and Preparation:** Extract text from PDF attachments and prepare it for AI processing.
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- **1.3 AI Processing and Logging:** Use GPT-4.1-mini to extract structured invoice data, then append it to Google Sheets.
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- **1.4 Slack Approval Request:** Send invoice details with approve/reject links to Slack.
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- **1.5 Approval/Rejection Handling:** Receive webhook responses from Slack links, update invoice status in Google Sheets, and send confirmation messages to Slack.
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---
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### 2. Block-by-Block Analysis
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#### 1.1 Input Reception
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**Overview:**
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This block triggers the workflow on receipt of new Gmail messages matching the keyword "invoice," then downloads their attachments.
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**Nodes Involved:**
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- `1. New Invoice Email Received`
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- `2. Get Email Attachments`
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**Node Details:**
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- **1. New Invoice Email Received**
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- *Type:* Gmail Trigger
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- *Role:* Watches Gmail inbox for new emails containing "invoice" in the query.
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- *Config:* Search query `q` set to "invoice", excludes drafts, spam, trash; polls every minute.
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- *Input:* None (trigger node)
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- *Output:* Email metadata including message ID.
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- *Potential Failures:* Gmail API rate limits, credential auth errors, no matching emails.
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- *Sticky Note Reference:* Reminder to set Gmail credentials and customize query.
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- **2. Get Email Attachments**
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- *Type:* Gmail node
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- *Role:* Downloads attachments from the triggered email message.
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- *Config:* Downloads attachments (`downloadAttachments: true`), uses message ID from previous node.
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- *Input:* Email message ID from node 1.
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- *Output:* Binary data of attachments.
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- *Potential Failures:* Missing attachments, download timeout, permission errors.
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---
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#### 1.2 Data Extraction and Preparation
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**Overview:**
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Extracts raw text from the first PDF attachment and prepares a clean text field for AI processing.
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**Nodes Involved:**
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- `3. Extract Text from PDF`
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- `4. Prepare Text for AI`
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**Node Details:**
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- **3. Extract Text from PDF**
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- *Type:* ExtractFromFile
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- *Role:* Extracts text content from PDF binary data.
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- *Config:* Operation set to PDF extraction, uses binary property `attachment_0`.
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- *Input:* Binary PDF from node 2.
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- *Output:* Extracted raw text.
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- *Failure Modes:* Corrupted PDF, unsupported PDF format, empty attachment.
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- **4. Prepare Text for AI**
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- *Type:* Set
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- *Role:* Assigns a clean text field (`clean_text`) from extracted text or raw text, ensuring a string value.
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- *Config:* Uses expression `{{$json.text || $json.rawText || ''}}`.
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- *Input:* Extracted text from node 3.
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- *Output:* JSON with `clean_text` field.
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- *Failure Modes:* Missing or empty text fields.
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- *Sticky Note Reference:* Emphasizes this block’s role in data preparation.
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---
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#### 1.3 AI Processing and Logging
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**Overview:**
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Uses GPT-4.1-mini via Langchain to parse invoice details from text, then logs the data as a new row in Google Sheets with a pending status.
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**Nodes Involved:**
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- `5. Extract Invoice Data with AI`
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- `Structured Output Parser`
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- `6. Log Invoice to Google Sheet`
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- `OpenAI Chat Model`
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**Node Details:**
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- **5. Extract Invoice Data with AI**
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- *Type:* Langchain Agent (AI processor)
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- *Role:* Sends prepared text to AI model to extract invoice fields strictly in JSON.
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- *Config:* Custom prompt instructing to output JSON with keys: invoice_number, issue_date, bill_to_name, total_amount, due_date. Uses `clean_text` as input.
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- *Input:* `clean_text` from node 4.
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- *Output:* Structured JSON object with extracted invoice data.
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- *Failure Modes:* AI model timeout, malformed response, empty or ambiguous text.
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- **Structured Output Parser**
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- *Type:* Langchain Structured Output Parser
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- *Role:* Validates and parses AI output to ensure it matches the expected JSON schema.
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- *Config:* JSON schema example enforcing data types and keys.
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- *Input:* AI output from node 5.
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- *Output:* Parsed structured invoice data.
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- *Failure Modes:* Schema mismatch, parsing errors.
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- **OpenAI Chat Model**
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- *Type:* Langchain LM Chat OpenAI
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- *Role:* Invokes GPT-4.1-mini model as backend for AI extraction.
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- *Config:* Model set to "gpt-4.1-mini".
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- *Input:* Prompt from node 5.
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- *Output:* AI-generated JSON text.
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- *Failure Modes:* API quota, authentication issues.
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- **6. Log Invoice to Google Sheet**
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- *Type:* Google Sheets
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- *Role:* Appends a new row with extracted invoice data and status "pending".
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- *Config:* Maps invoice fields to columns: invoice_number, company, amount, date, due_date, status ("pending"), rawText. Uses specific Sheet ID and sheet name placeholders.
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- *Input:* Parsed AI data from node 5 and prepared text from node 4.
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- *Output:* Confirmation of append operation.
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- *Failure Modes:* Google API auth errors, incorrect Sheet ID or name, data mapping errors.
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- *Sticky Note Reference:* Guidance for credentials and Google Sheet setup.
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---
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#### 1.4 Slack Approval Request
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**Overview:**
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Sends a Slack message to a designated channel with invoice details and clickable links to approve or reject the invoice.
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**Nodes Involved:**
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- `7. Send Approval Request to Slack`
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**Node Details:**
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- **7. Send Approval Request to Slack**
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- *Type:* Slack node
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- *Role:* Posts a formatted message containing key invoice data and approval/rejection links.
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- *Config:* Uses Slack OAuth2 credentials, channel ID placeholder, text includes company, amount, due date, and two URL links referencing webhook endpoints with invoice number query parameter.
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- *Input:* Invoice data from node 6 (Google Sheets append).
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- *Output:* Confirmation of Slack message sent.
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- *Failure Modes:* Slack API auth failure, incorrect channel ID, broken URLs if webhook base URL not configured.
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- *Sticky Note Reference:* Emphasizes replacing placeholder URLs with production webhook URLs and adding Slack credentials.
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---
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#### 1.5 Approval/Rejection Handling
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**Overview:**
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Waits for webhook calls triggered by Slack link clicks to approve or reject invoices, updates Google Sheets accordingly, and sends confirmation messages back to Slack.
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**Nodes Involved:**
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- `Webhook (Approve)`
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- `Webhook (Reject)`
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- `8a. Extract Invoice ID`
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- `8b. Extract Invoice ID`
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- `9a. Update Status to Approved`
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- `9b. Update Status to Rejected`
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- `10a. Send Approval Confirmation`
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- `10b. Send Rejection Confirmation`
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**Node Details:**
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- **Webhook (Approve)**
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- *Type:* Webhook
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- *Role:* Receives HTTP requests for invoice approval via URL path `/approve`.
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- *Config:* Path set to `approve`.
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- *Input:* Query parameter `id` containing invoice number.
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- *Output:* Passes payload downstream.
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- *Failure Modes:* Incorrect webhook URL, missing query param, unauthorized calls.
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- **8a. Extract Invoice ID**
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- *Type:* Set node
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- *Role:* Extracts `invoice_id` from webhook query parameter.
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- *Config:* Assigns from `{{$json.query.id}}`.
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- *Input:* Webhook data from `Webhook (Approve)`.
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- *Output:* JSON with `invoice_id`.
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- *Failure Modes:* Missing `id` parameter.
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- **9a. Update Status to Approved**
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- *Type:* Google Sheets
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- *Role:* Updates the row matching `invoice_number` to set status to "approved".
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- *Config:* Uses `invoice_id` from node 8a for matching and updates `status`.
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- *Input:* Extracted invoice ID from node 8a.
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- *Output:* Confirmation of update.
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- *Failure Modes:* Row not found, auth errors.
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- **10a. Send Approval Confirmation**
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- *Type:* Slack node
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- *Role:* Sends a confirmation message to Slack confirming invoice approval.
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- *Config:* Uses OAuth2, posts to same channel ID, message includes invoice ID.
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- *Input:* Output from node 9a.
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- *Output:* Confirmation of Slack message sent.
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- *Failure Modes:* Slack API issues.
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- **Webhook (Reject)**
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- *Type:* Webhook
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- *Role:* Receives HTTP requests for invoice rejection via URL path `/reject`.
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- *Config:* Path set to `reject`.
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- *Input:* Query parameter `id`.
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- *Output:* Passes payload downstream.
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- *Failure Modes:* Same as approve webhook.
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- **8b. Extract Invoice ID**
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- *Type:* Set node
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- *Role:* Extracts `invoice_id` from reject webhook query parameter.
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- *Config:* Assigns from `{{$json.query.id}}`.
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- *Input:* Webhook data from `Webhook (Reject)`.
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- *Output:* JSON with `invoice_id`.
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- *Failure Modes:* Missing `id` parameter.
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- **9b. Update Status to Rejected**
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- *Type:* Google Sheets
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- *Role:* Updates the row matching `invoice_number` to set status to "rejected".
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- *Config:* Uses `invoice_id` from node 8b for matching and updates `status`.
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- *Input:* Extracted invoice ID from node 8b.
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- *Output:* Confirmation of update.
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- *Failure Modes:* Row not found, auth errors.
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- **10b. Send Rejection Confirmation**
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- *Type:* Slack node
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- *Role:* Sends confirmation of invoice rejection to Slack channel.
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- *Config:* OAuth2 authentication, channel ID same as approval confirmation.
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- *Input:* Output from node 9b.
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- *Output:* Slack message confirmation.
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- *Failure Modes:* Slack API issues.
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- *Sticky Note Reference:* Describes this block’s listening to Slack clicks and updating Google Sheets and Slack accordingly.
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---
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### 3. Summary Table
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| Node Name | Node Type | Functional Role | Input Node(s) | Output Node(s) | Sticky Note |
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|--------------------------------|---------------------------------|----------------------------------------------|---------------------------------|-----------------------------------|-------------------------------------------------------------------------------------------------------------------------------|
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| 1. New Invoice Email Received | Gmail Trigger | Trigger on new invoice email | - | 2. Get Email Attachments | ## Trigger This node starts the workflow when an email matching the filter arrives. Setup: Add Gmail credentials; customize `q`. |
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| 2. Get Email Attachments | Gmail | Download email attachments | 1. New Invoice Email Received | 3. Extract Text from PDF | ## Data Preparation These nodes download the PDF from the email and extract its raw text content. |
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| 3. Extract Text from PDF | ExtractFromFile | Extract text from PDF attachment | 2. Get Email Attachments | 4. Prepare Text for AI | See above note |
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| 4. Prepare Text for AI | Set | Prepare clean text for AI input | 3. Extract Text from PDF | 5. Extract Invoice Data with AI | See above note |
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| 5. Extract Invoice Data with AI | Langchain Agent (AI processor) | Extract structured invoice data from text | 4. Prepare Text for AI | 6. Log Invoice to Google Sheet | ## AI Extraction & Logging Add OpenAI & Google Sheets credentials; enter Sheet ID & Name. |
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| Structured Output Parser | Langchain Output Parser | Validate and parse AI JSON output | OpenAI Chat Model | 5. Extract Invoice Data with AI | See above note |
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| OpenAI Chat Model | Langchain LM Chat OpenAI | Backend GPT-4.1-mini AI model | 5. Extract Invoice Data with AI | Structured Output Parser | See above note |
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| 6. Log Invoice to Google Sheet | Google Sheets | Append extracted invoice data | 5. Extract Invoice Data with AI | 7. Send Approval Request to Slack | See above note |
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| 7. Send Approval Request to Slack| Slack | Send invoice approval request with links | 6. Log Invoice to Google Sheet | - | ## Slack Approval Request Add Slack credentials; enter Slack Channel ID; replace webhook base URLs with production URLs. |
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| Webhook (Approve) | Webhook | Receive invoice approval webhook call | - | 8a. Extract Invoice ID | ## Approval/Rejection Handling These nodes listen for Slack link clicks and update status in Google Sheets & Slack. |
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| 8a. Extract Invoice ID | Set | Extract invoice_id from approval webhook query | Webhook (Approve) | 9a. Update Status to Approved | See above note |
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| 9a. Update Status to Approved | Google Sheets | Update invoice status to "approved" | 8a. Extract Invoice ID | 10a. Send Approval Confirmation | See above note |
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| 10a. Send Approval Confirmation | Slack | Send approval confirmation message to Slack | 9a. Update Status to Approved | - | See above note |
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| Webhook (Reject) | Webhook | Receive invoice rejection webhook call | - | 8b. Extract Invoice ID | See above note |
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| 8b. Extract Invoice ID | Set | Extract invoice_id from rejection webhook query | Webhook (Reject) | 9b. Update Status to Rejected | See above note |
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| 9b. Update Status to Rejected | Google Sheets | Update invoice status to "rejected" | 8b. Extract Invoice ID | 10b. Send Rejection Confirmation | See above note |
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| 10b. Send Rejection Confirmation| Slack | Send rejection confirmation message to Slack | 9b. Update Status to Rejected | - | See above note |
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| GPT-4.1-mini Powered Invoice Processing (Sticky Note) | Sticky Note | Overview of entire workflow and setup instructions | - | - | Workflow purpose, target users, detailed setup instructions, expected Google Sheet structure, and activation notes. |
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| Sticky Note | Sticky Note | Trigger block explanation | - | - | See node 1 sticky note details |
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| Sticky Note1 | Sticky Note | Data preparation block explanation | - | - | See node 2-4 sticky note details |
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| Sticky Note2 | Sticky Note | AI extraction and logging explanation | - | - | See node 5-6 sticky note details |
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| Sticky Note4 | Sticky Note | Slack approval request explanation | - | - | See node 7 sticky note details |
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| Sticky Note5 | Sticky Note | Approval/Rejection handling explanation | - | - | See webhook and update nodes sticky note details |
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---
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### 4. Reproducing the Workflow from Scratch
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1. **Create Gmail Trigger Node**
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- Type: Gmail Trigger
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- Name: `1. New Invoice Email Received`
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- Configure credentials for Gmail.
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- Set search query `q` to `"invoice"`.
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- Set polling interval to every minute.
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- Exclude drafts, spam, trash.
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2. **Add Gmail Node to Download Attachments**
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- Type: Gmail
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- Name: `2. Get Email Attachments`
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- Configure with same Gmail credentials.
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- Operation: "Get" message.
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- Enable attachment download.
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- Use expression for messageId: `={{$json.id}}`.
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- Connect output of node 1 to this node.
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3. **Add ExtractFromFile Node to Extract Text from PDF**
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- Type: ExtractFromFile
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- Name: `3. Extract Text from PDF`
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- Operation: PDF extraction.
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- Use binary property: `attachment_0`.
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- Connect output of node 2 to this node.
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4. **Add Set Node to Prepare Text for AI**
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- Type: Set
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- Name: `4. Prepare Text for AI`
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- Create new field `clean_text` with expression: `{{$json.text || $json.rawText || ''}}`.
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- Connect output of node 3 to this node.
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5. **Add Langchain Agent Node for AI Extraction**
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- Type: Langchain Agent
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- Name: `5. Extract Invoice Data with AI`
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- Use OpenAI GPT-4.1-mini model (configured separately).
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- Set prompt: instruct AI to extract invoice_number, issue_date, bill_to_name, total_amount, due_date strictly in JSON as per provided prompt in original.
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- Use `clean_text` field as input text.
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- Connect output of node 4 to this node.
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6. **Add Langchain Structured Output Parser Node**
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- Type: Langchain Output Parser
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- Name: `Structured Output Parser`
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- Provide JSON schema example matching invoice data fields.
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- Connect AI model output (OpenAI Chat Model node) to this parser, then parser output to Langchain Agent node.
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7. **Add OpenAI Chat Model Node**
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- Type: Langchain LM Chat OpenAI
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- Name: `OpenAI Chat Model`
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- Select model: `gpt-4.1-mini`.
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- Connect output of Langchain Agent node to this node, then node output to Structured Output Parser.
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8. **Add Google Sheets Node to Log Invoice**
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- Type: Google Sheets
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- Name: `6. Log Invoice to Google Sheet`
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- Configure Google Sheets credentials.
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- Set operation: Append.
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- Enter your Google Sheet Document ID and Sheet Name.
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- Map columns: invoice_number, company, amount, date, due_date, status (set to "pending"), rawText (from prepared text).
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- Use expressions to pull these values from AI output and prepared text.
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- Connect output of Langchain Agent node to this node.
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9. **Add Slack Node to Send Approval Request**
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- Type: Slack
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- Name: `7. Send Approval Request to Slack`
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- Configure Slack OAuth2 credentials.
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- Enter Slack Channel ID.
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- Compose message text with invoice details (company, amount, due date).
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- Include approve/reject URLs pointing to your webhook endpoints with invoice number as query parameter.
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- Connect output of Google Sheets append node (6) to this node.
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10. **Add Webhook Nodes for Approval and Rejection**
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- Type: Webhook
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- Names: `Webhook (Approve)` with path `approve`, and `Webhook (Reject)` with path `reject`.
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- No credentials needed.
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- These receive HTTP requests from Slack link clicks.
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11. **Add Set Nodes to Extract Invoice ID from Webhooks**
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- Type: Set
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- Names: `8a. Extract Invoice ID` (for approve webhook), `8b. Extract Invoice ID` (for reject webhook).
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- Extract query parameter `id` into variable `invoice_id` using expression `{{$json.query.id}}`.
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- Connect `Webhook (Approve)` to `8a`, `Webhook (Reject)` to `8b`.
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12. **Add Google Sheets Nodes to Update Status**
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- Type: Google Sheets
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- Names: `9a. Update Status to Approved` and `9b. Update Status to Rejected`.
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- Configure operation: Update row where `invoice_number` matches `invoice_id` extracted.
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- Update `status` column to "approved" or "rejected" accordingly.
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- Connect `8a` to `9a`, `8b` to `9b`.
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13. **Add Slack Nodes to Send Confirmation Messages**
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- Type: Slack
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- Names: `10a. Send Approval Confirmation` and `10b. Send Rejection Confirmation`.
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- Configure Slack credentials and channel ID.
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- Compose confirmation messages including invoice ID.
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- Connect `9a` to `10a`, `9b` to `10b`.
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14. **Activate Workflow**
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- Activate workflow in n8n.
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- Copy production webhook URLs from `Webhook (Approve)` and `Webhook (Reject)` nodes.
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- Replace placeholder URLs in Slack message node (`7. Send Approval Request to Slack`).
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- Verify all credentials and IDs are correctly set.
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---
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### 5. General Notes & Resources
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| Note Content | Context or Link |
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||||
|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------|
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||||
| This workflow automates your invoice processing pipeline from Gmail to Google Sheets with Slack approval, powered by GPT-4.1-mini AI model. | Sticky Note attached to workflow overview node |
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| Expected Google Sheet columns: invoice_number, company, amount, date, due_date, status, rawText. | Workflow overview note |
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| Important: Replace `YOUR_SLACK_CHANNEL_ID`, `YOUR_GOOGLE_SHEET_ID`, `YOUR_SHEET_NAME`, and `https://YOUR_WEBHOOK_BASE_URL` placeholders with your actual configuration before activation. | Multiple Slack and Google Sheets nodes notes |
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| Slack messages contain clickable links to approve or reject invoices that hit webhook endpoints, triggering status updates and confirmation messages. | Slack approval request and approval/rejection handling blocks notes |
|
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| Ensure OAuth2 credentials are properly configured for Gmail, OpenAI, Google Sheets, and Slack nodes for seamless authentication. | Credential setup notes throughout workflow |
|
||||
| Activate the workflow after all configuration; webhook URLs will be needed to replace placeholders in Slack message node for live operation. | Workflow overview and sticky notes |
|
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|
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---
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|
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**Disclaimer:** The provided content is derived exclusively from an n8n automated workflow and complies with all relevant content policies. It processes only lawful and publicly available data.
|
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Reference in New Issue
Block a user