✅ What problem does this workflow solve?
✅ What problem does this workflow solve? Manually entering bank statements into QuickBooks is one of the most time-consuming and error-prone accounting tasks. Accountants often spend hours converting PDF bank statements into individual income and expense entries—risking missed transactions, incorrect categorization, and inconsistencies. This workflow fully automates the end-to-end process: from uploading a (even password-protected) bank statement PDF to creating accurate Sales Receipts and Expenses directly inside QuickBooks, using AI and n8n. ⚙️ What does this workflow do? Accepts bank statement PDFs via a secure web form Decrypts and extracts text from password-protected PDFs Uses AI to extract structured transactions from raw statement text Validates AI output against a strict JSON schema Processes each transaction individually for reliability Automatically routes transactions based on type: Credits → Income (Sales Receipts) Debits → Expenses Intelligently creates missing QuickBooks entities: Customers Vendors Items Expense categories Posts transactions directly into QuickBooks Eliminates manual accounting entry completely 🧠 How It Works – End-to-End Flow 1️⃣ Secure Bank Statement Upload A user uploads a bank statement PDF (normal or password-protected) using an n8n Form Trigger. 2️⃣ PDF Decryption & Text Extraction The workflow: Unlocks the PDF (if password-protected) Extracts the full statement text using the Extract PDF Text node 3️⃣ AI-Powered Transaction Extraction An AI Agent reads the raw bank statement text and extracts every transaction with high precision: Transaction type (credit / debit) Date (YYYY-MM-DD)` Amount Description Reference number Payee / counterparty 4️⃣ Strict JSON Validation AI output is validated using a Structured Output Parser to ensure: No malformed data Schema-safe transactions Reliable downstream processing 5️⃣ Transaction Processing Loop Each transaction is processed individually using batching and loop control to guarantee accuracy. 6️⃣ Smart Routing: Credit vs Debit A switch node routes transactions automatically: Credits** → Income flow Debits** → Expense flow 💰 Credit Path – Income Automation For every credit transaction: Checks if a matching QuickBooks item exists Creates missing service items automatically Finds or creates the customer Builds a Sales Receipt payload Posts the transaction into QuickBooks as income 💸 Debit Path – Expense Automation For every debit transaction: Searches for the vendor by payee name Creates the vendor if missing Loads expense categories from the Chart of Accounts Auto-maps transactions to the correct category using keyword logic Builds a Purchase (Expense) payload Posts the expense into QuickBooks 🧠 Built-In QuickBooks Intelligence This workflow intelligently handles: Duplicate prevention Missing customer/vendor creation Automatic item mapping Category resolution using transaction descriptions Consistent accounting structure across all entries 📊 Results & Benefits ✅ Zero manual bank statement entry ✅ Works with password-protected PDFs ✅ Handles both income and expenses automatically ✅ Creates clean, structured QuickBooks records ✅ Saves dozens of accounting hours every month ✅ Reduces human error and reconciliation issues 🔧 Setup Requirements Connect your QuickBooks Online account (Sandbox or Production) Add OpenRouter / AI model credentials for transaction extraction Update the PDF password (if required) in the extraction node Replace company_id in QuickBooks API endpoints Verify QuickBooks account IDs (bank, income, expense) Test with a sample bank statement PDF 👤 Who is this for? This workflow is ideal for: 📒 Accountants & bookkeeping firms 🏢 Businesses managing frequent bank statements 💼 Finance teams using QuickBooks Online 🤖 Automation-first accounting systems. An n8n automation workflow template by InfyOm Technologies.
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