Orlen
This workflow is designed to automate the processing of invoice emails for Orlen Company. It regularly retrieves unread invoice emails from Gmail, automatically downloads them, and uploads them to Google Drive categorized by year and month. At the same time, it marks the emails as read and sends notifications via Slack. Through this process, the company can efficiently collect and archive invoices, avoid omissions, enhance the efficiency and accuracy of financial management, and reduce the complexity and errors associated with manual operations.
Workflow Name
Orlen
Key Features and Highlights
This workflow automates the processing of invoice emails from Orlen. It periodically retrieves unread Orlen invoice emails from Gmail, automatically downloads the invoice attachments, and uploads them to designated Google Drive folders organized by year and month. Processed emails are marked as read to prevent duplication, and notifications are sent via Slack. The entire process is automated and efficient, significantly reducing manual effort.
Core Problems Addressed
- Automated collection and archiving of Orlen invoices to prevent missed or lost invoice emails
- Automatic classification and storage of invoices by date for easy retrieval and management
- Automatic update of invoice processing status to eliminate duplicate handling
- Timely notifications to relevant personnel upon invoice archiving, enhancing team collaboration
Use Cases
- Daily invoice management and archiving by finance departments
- Automated collection of supplier electronic invoices for enterprises
- Scenarios requiring automatic classification and storage of email attachments
- Team collaboration that integrates Slack for workflow progress notifications
Main Workflow Steps
- Triggered on a schedule (daily at 23:45) or manually initiated
- Retrieve the current date information (year, month, day)
- Locate the corresponding year and month folders in Google Drive
- Filter unread emails in Gmail from sender orlenpay@orlen.pl and extract all invoice attachments
- Upload attachments to the respective year-month folder in Google Drive
- Mark emails as read to avoid duplicate processing
- Send notifications via a Slack channel to inform that new invoices have been successfully archived
Involved Systems and Services
- Gmail (email retrieval and status management)
- Google Drive (storage and archiving of invoice attachments)
- Slack (notification of archiving completion)
- n8n Automation Platform (workflow management and scheduling)
Target Users and Value
- Finance personnel and accounting teams, reducing the burden of invoice organization
- Enterprise automation and operations staff, improving office efficiency
- Small and medium-sized enterprises seeking standardized electronic invoice management
- Teams aiming to minimize repetitive tasks and enhance accuracy and timeliness through automation
This workflow empowers enterprises to automate electronic invoice management, ensuring timely archiving and multi-channel notifications, thereby improving the efficiency and compliance of financial data processing.