AI Invoice Agent

📄 AI Invoice Agent

The AI Invoice Agent automates the invoice creation, email delivery, and status tracking process for client billing. It ensures invoices are generated, sent professionally, and updated in Google Sheets with minimal manual work.

🔹 How It Works

Trigger

Activated manually (Execute Workflow) when you want to process invoices.

Fetch Invoices

Reads client invoice data from a Google Sheet (Client Invoices).

Filter Pending Invoices

Passes through only invoices with Status = Pending.

Prepare Invoice Data

Collects and formats details:

 Invoice ID
 Client Name & Address
 Project Name
 Amount (USD)
 Invoice Date (today’s date)
 Due Date (7 days later)

Loop Over Invoices

Processes each invoice one by one.

AI Email Draft

Uses GPT-4.1-mini to generate a polite, professional email. Tone: friendly but business-oriented. Signed as Upward Engine Team.

Extract Email Parts

Separates subject and body from the AI output using an Information Extractor.

Generate Invoice PDF

Uses CraftMyPDF to create a formatted invoice PDF with:

 Company details (Upward Engine)
 Client details
 Invoice ID, Date, Due Date
 Amount due
 Footer message

Send Email to Client

Sends invoice email via Gmail, attaching the PDF invoice.

Update Invoice Status

Updates Google Sheets to mark the invoice as Completed.
Saves Invoice ID, Date, Due Date, and updated status.

Loop Continuation

Continues until all pending invoices are processed.

🔹 Tools & Integrations

Google Sheets** → Stores client & invoice data Filter Node** → Selects only Pending invoices GPT-4.1-mini (OpenAI)** → Generates professional emails Information Extractor** → Separates subject & body CraftMyPDF** → Creates PDF invoices Gmail** → Sends invoice emails with PDF attachments

🔹 Example Workflow

✅ Google Sheets: Invoice marked as Pending ➡️ AI generates email → “Invoice INV-1023 for Web Design Project – Due Sep 5” ➡️ PDF invoice created & attached ➡️ Email sent to client with subject + body ➡️ Status updated in Google Sheet → Completed

⚡ This agent ensures zero missed invoices, professional client communication, and up-to-date tracking — fully automated for agencies and small businesses.