n8n Bookkeeper Invoice Exceptions Pack

Safe by design

It never pays an invoice, never posts to your ledger and never changes supplier records.

What's inside

• 01-invoice-intake-gmail.json: Gmail PDF attachments, PDF text, your OpenAI-compatible model, normalize, classify, Google Sheets review queue
• 02-fixture-mode-try-it.json: runs 21 labeled sample invoices through the same code with no credentials (start here)
• 03-weekly-accountant-export.json: weekly CSV of the queue for your accountant, re-checking duplicates across the whole sheet
• Every Code node as source, a 21-case labeled corpus with exact expected reason codes, the review-queue header and a reviewer guide
• 48 Node tests + 10 tests that execute the workflows in real n8n (real PDF parsing, fake local model)

Outcomes and reasons

• hold (don't approve until resolved): same file bytes, same supplier + invoice number (INV-001042 = Inv 1042), bank details changed, duplicate race (export only)
• review (a person looks): possible duplicate, arithmetic mismatch, currency mismatch or unclear, ambiguous/unreadable/future date, new supplier, unknown or mismatched PO, unmatched credit note, credit exceeds invoice, missing fields, extraction failed
• ok: none of the above, ready for your normal approval
• Credit notes get their own key, so a credit note is never mistaken for a duplicate of the invoice it credits.

Try it in 2 minutes

Import 02-fixture-mode-try-it.json, click Execute workflow and open Summary: 21 rows, match: true on each.

Honest limits

• Extraction accuracy depends on your model; no accuracy figure is claimed. The checks catch many extraction mistakes but not all. You pay your model provider per invoice.
• Scanned PDFs with no text layer are flagged EXTRACTION_FAILED; OCR is not included (text PDFs only).
• One currency per queue. Not tax advice, not bank reconciliation, no Xero/QuickBooks posting.

Requirements

n8n (tested on 2.46.6, Cloud or self-hosted), Gmail and Google Sheets credentials, and an OpenAI-compatible model API you pay per invoice. Fixture mode needs no credentials.

Format and license

Zip, 54 KB, v1.0. Use in your own and client projects (one buyer: a person, or one company and its employees); no resale or giving the files away. Full terms in LICENSE.md.

FAQ

Which model?

Any OpenAI-compatible API. You pay the provider per invoice. The tests use a fake local model, so they cost nothing.

Scanned invoices?

Flagged EXTRACTION_FAILED. Add OCR upstream if you need it.

Does it post to Xero or QuickBooks?

No, by design. Approved rows export to CSV for your accountant.

Which n8n version?

Tested on 2.46.6, Cloud or self-hosted.

How is this different from the free gallery template?

Use the free one for a simple flow. This one adds the labeled test corpus, credit notes, locale-aware dates and explicit reasons you can show a client.

How do I get the files?

Right after payment, Stripe’s confirmation page shows your download link.

Refunds?

Email hello@youraitools.co within 14 days if it doesn’t work and we can’t fix it.

Can I pay with crypto?

Yes. Pay the same price in USDC or USDT on Base, Ethereum, Arbitrum, Optimism, Polygon or Solana from the "Pay with crypto" button, with no account or KYC. We check the payment on-chain and show your download links as soon as it confirms.

Pairs well with

Related

• n8n Agent Workflows
• All n8n workflows
• n8n Agency Change-Control Skills