9d • General Discussion 💬
n8n Invoice Processor That Eliminated 240 Hours Monthly Manual Verification 🔥
Invoice processing. 320 monthly. Manual work consuming 240 hours.
Built n8n workflow. Automatic validation.
THE ACCOUNTING PROBLEM:
Every invoice processed manually. Finance team downloading PDF documents. Typing invoice details.
Checking vendor approval manually. Searching database. Verifying limits. Looking for duplicates.
Validating purchase orders. Cross-referencing procurement. Flagging missing POs inconsistently.
Categorizing line items by hand. Assigning categories. Checking budgets. Noting overruns when noticed.
Fraud checking subjective. Round numbers, rushed terms, missing info. Detection inconsistent.
Calculating discounts manually. ROI estimated informally. Opportunities missed.
Routing for approval based on memory. Rules applied inconsistently. 45 minutes per invoice. 320 monthly. 240 hours.
Audit - 67 duplicates ($47,200). 142 missed discounts ($28,400). 89 budget overruns caught late. 23 fraud indicators missed. 84% accuracy.
THE n8n AUTOMATION:
11-node workflow:
Gmail Trigger → Get Invoice → Prepare Binary → Extract Data → Duplicate Check → Vendor Validation → Auto-Categorize → Fraud Detection → Payment Optimization → Sheets Log → Approval Router
EXTRACTION:
Invoice number, vendor name/address/tax ID, dates, PO, line items, totals, terms
DUPLICATE DETECTION:
```javascript
const primary = `${vendor}-${invoiceNumber}`.toLowerCase();
const secondary = `${vendor}-${total}-${date}`.toLowerCase();
const fuzzy = `${vendor.substring(0,10)}-${invoiceNumber.replace(/[^0-9]/g, '')}`;
```
VENDOR VALIDATION:
Database with approved vendors, limits, risk scores. Lookup matches vendor. Checks total against limit. Determines approval requirements.
AUTO-CATEGORIZATION:
```javascript
const categories = {
'Office Supplies': ['paper', 'pen', 'toner'],
'Software': ['software', 'license', 'saas'],
'Marketing': ['ads', 'marketing', 'campaign']
};
```
Match line items to categories. Aggregate by category. Check against monthly budgets.
FRAUD DETECTION:
Flags round numbers over $5K, payment terms under 3 days, missing addresses, suspicious items.
PAYMENT OPTIMIZATION:
```javascript
const savings = total * (discountPercent / 100);
const annualizedROI = ((discountPercent / (netDays - discountDays)) * 365);
```
APPROVAL ROUTING:
Auto-approve: Known vendor + under limit + has PO
Manager: Unknown vendor OR no PO over $1K
Director: Exceeds limit
DEPLOYMENT METRICS:
12 months. 3,840 invoices processed.
Processing time - 240 hours monthly eliminated.
Duplicate prevention - 100%. $47,200 prevented.
Payment discounts - $28,400 annual savings.
Budget tracking - real-time monitoring.
Fraud detection - 100% flagging. 23 suspicious identified.
Approval routing - 100% accuracy.
Labor savings - $230,000 annually.
Total benefit - $305,600.
Setup - $4,800. Monthly - $380. ROI - 2,347%.
Templates: n8n
How many invoice processing steps currently lack automated validation and fraud checking?
11
11 comments
n8n Invoice Processor That Eliminated 240 Hours Monthly Manual Verification 🔥
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