Invoice and training automation with n8n for accounting and training records
Supplier PDFs arrive in the inbox, n8n extracts the fields and generates the CSV for GMA. In parallel, certificates and training records are added to the training plan without manual typing.
The starting point.
Heliswiss Ibérica received invoices from around ninety regular suppliers by email. The team printed them, entered the date, number, supplier, net amount and VAT in GMA, and attached the PDF manually. At the same time, training administration depended on individual forwarded emails, extracting certificates and uploading files to OneDrive before completing the training record.
How we did it.
Two n8n flows were deployed. The invoice flow captures PDFs from the automation inbox, extracts key fields using models through OpenRouter, generates a CSV aligned with GMA's import format and saves the file in OneDrive without duplicating previously processed items. The training flow classifies emails, files certificates by employee and generates training records until the cycle is marked as complete.
What changed.
Rollout validated
111 invoices with complete fields were validated before formal support was activated.
Less typing in GMA
Date, number, supplier, net amount and VAT no longer need to be entered individually from the PDF.
Traceable training records
Certificates and training records are logged; the team moves from entering data to reviewing exceptions.
Daily operations
The system handles repetitive work; the team selects what should be included.
More case studies
Other teams that chose a more organized way of working.
Let's talk.
Book a free intro session so we can understand where you stand and how we can help. No strings attached.
or write to us at info@theoptimalflow.com