PDF invoice to Excel, sent by email

Turn each PDF invoice into an Excel file with its lines, net, VAT and total, and email the download link to accounting.

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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: PDF invoice to Excel, sent by email

What it does

For those who work with Excel: every invoice arriving via webhook is read, AI extracts its data as JSON, the Normalizar factura node validates it (numeric amounts, ISO date, net + VAT = total) and an .xlsx file is generated with one row per invoice line plus net, VAT and total rows. Then an email with the download link is sent.

What you need: an OpenAI API key and a configured SMTP.

Important: the Excel node creates a new file for each invoice (no accumulated history). If you want a single accumulated spreadsheet, use the Google Sheets template, which appends one row per 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 smtp credential
This template uses smtp in: Enviar Excel por email. Create or pick the credential and assign it in those nodes.
3
Copy the webhook URL (Recibir factura)
A new URL is generated on install. Paste it into the external system that must call this workflow.
4
Connect OpenAI and email
Connect OpenAI in Extraer datos con IA and your SMTP in Enviar Excel por email, and set the recipient (accounting) in the to field.
5
Send an invoice
Send a POST to the webhook URL with {"pdf_base64":"<base64 encoded PDF>"}. Text PDFs only (not scanned).
6
Data format
The JSON generated before the Excel 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"}. The Excel columns are Nº factura, Fecha, Proveedor, NIF, Descripción, Cantidad, Precio unitario, Importe.
7
Activate the workflow
Workflows are installed inactive. Once everything is set, activate it.

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