When I Get An Email With Invoice, This n8n Agent Workflow Automatically Tells My Accounting Agent To Process It 🔥

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Built two separate n8n agents: One monitors email. Another handles accounting. Connected them. Now they coordinate automatically - email agent briefs accounting agent with invoice data.

THE PROBLEM WITH SINGLE AGENTS:

One agent trying to do everything: monitor email, parse documents, check duplicates, post to QuickBooks. Gets confused. Makes errors. Too many tools overload the context.

THE MULTI-AGENT SOLUTION:

Split responsibilities. Specialized agents. Each does one thing excellently.

AGENT 1: EMAIL MONITOR AGENT

Role: Watch Gmail, identify invoices, extract data.

Tools: Gmail trigger, document parsing tool, confidence scoring.

Output: Structured invoice summary with confidence score.

Workflow: Receives email → Checks for invoice keywords → Parses PDF attachment → Extracts vendor, amount, date, invoice number → Scores confidence → Passes to router.

AGENT 2: ACCOUNTING AGENT

Role: Process financial data, post transactions, check duplicates.

Tools: QuickBooks API, Google Sheets, duplicate detection database.

Output: Posted transaction confirmation, notification.

Workflow: Receives invoice summary → Checks for duplicates → Validates data → Posts to QuickBooks → Updates tracking sheet → Sends confirmation.

THE COORDINATION LAYER:

Router node between agents. Checks confidence score from Email Agent.

High confidence (above 0.90): Sends directly to Accounting Agent.

Medium confidence (0.75-0.90): Sends with review flag.

Low confidence (below 0.75): Human approval required first.

DATA PASSING:

Email Agent outputs:

vendor_name, invoice_amount, due_date, invoice_number, confidence_score, pdf_url

Accounting Agent receives:

Same structured data, processes automatically or flags for review based on confidence.

THE COMPLETE FLOW:

Gmail Trigger → Email Agent (with document processing tool) → Confidence Router → Accounting Agent → Post to QuickBooks → Notify

THE NUMBERS:

- 40 invoices monthly processed

- 36 posted automatically (90%)

- 4 flagged for review (10%)

- Accuracy: 95% on auto-posted invoices

- Time saved: 8 hours monthly vs manual processing

WHY THIS WORKS:

Separation of concerns. Email Agent focuses on document understanding. Accounting Agent focuses on financial logic. Neither overloaded.

Agent coordination pattern: Output from one agent becomes input to next agent. Clean handoff. Clear responsibilities.

CONFIGURATION:

Email Agent: AI Agent node with document processing tool. Tool executes subworkflow for parsing.

Accounting Agent: Separate AI Agent node with QuickBooks and Sheets tools. Receives structured data via webhook.

Router: IF node checking confidence_score field. Three branches for different confidence levels.

TEMPLATE PATTERN:

This multi-agent pattern works for any complex workflow. Replace email monitoring with form processing. Replace accounting with CRM posting. Same coordination pattern.

Multi-agent workflow templates with document processing here

What multi-agent patterns are you building?

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