Supplier PDF invoice to a Holded purchase with validation

AI reads the PDF invoice, validates amounts and required fields, finds or creates the supplier in Holded and records the purchase; if anything fails it alerts you on Telegram.

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Everything is created inactive in a new folder of your account. Nothing runs until you activate it, and you can undo it for 24 hours.

Workflow diagram: Supplier PDF invoice to a Holded purchase with validation

What it does

Automatically records your suppliers' invoices in Holded. Each PDF received via webhook is read and AI turns it into JSON; the Normalizar factura node cleans and validates the data (supplier, tax ID, number, date and total required, net + VAT = total, sum of lines). If valid, the supplier is looked up in Holded by tax ID (created as supplier if missing) and the purchase document is created as a draft with its lines. If invalid, Holded is left untouched and a Telegram alert with the reason arrives.

What you need: an OpenAI API key, the Holded credential and a Telegram bot.

How to use it: install the template, connect the three accounts and send invoices to the webhook. The document is created unapproved so you can review it in Holded; once you trust the result, turn on approveDoc in the purchase nodes.

Limitation: text PDFs only (not scanned) and the tax ID must appear on the invoice.

How to set it up

1
Connect the openai credential
This template uses openai in: Extraer datos con IA. Create or pick the credential and assign it in those nodes.
2
Connect the holded credential
This template uses holded in: Buscar proveedor por NIF, Crear compra (proveedor existente), Crear proveedor, Crear compra (proveedor nuevo). Create or pick the credential and assign it in those nodes.
3
Connect the telegram credential
This template uses telegram in: Avisar de factura a revisar. Create or pick the credential and assign it in those nodes.
4
Copy the webhook URL (Recibir factura)
A new URL is generated on install. Paste it into the external system that must call this workflow.
5
Connect OpenAI, Holded and Telegram
Set up the credentials of Extraer datos con IA, the Holded nodes and Avisar de factura a revisar, and enter your Telegram chatId.
6
Send an invoice
Send a POST to the webhook URL with {"pdf_base64":"<base64 encoded PDF>"}. A draft purchase should appear in Holded.
7
JSON format and validation
The validated JSON has this shape: {"proveedor":"Suministros Norte S.L.","nif":"B12345678","numero_factura":"F-2026-0412","fecha":"2026-09-30","moneda":"EUR","base_imponible":200,"iva_porcentaje":21,"iva_importe":42,"total":242,"lineas":[{"descripcion":"Papel A4 (caja)","cantidad":4,"precio_unitario":50,"importe":200}],"estado":"OK"}. For Holded, each line subtotal is the unit price without VAT. Required fields (including nif) and the confidence threshold are changed at the top of the Normalizar factura script.
8
Activate the workflow
Workflows are installed inactive. Once everything is set, activate it.

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