{ "name": "SP Claims AR Payments Bot - Template", "nodes": [ { "parameters": {}, "type": "n8n-nodes-base.manualTrigger", "typeVersion": 1, "position": [ -16, -160 ], "id": "8989eb04-9216-4535-b357-1709a049d1b0", "name": "When clicking ‘Execute workflow’" }, { "parameters": { "url": "https://claimworks.servicepower.com:8443/services/claim/v1/retrieval ", "sendBody": true, "specifyBody": "json", "jsonBody": "={\n \"manufacturerName\": \"{{ $('Extract Email').item.json.manufacturerName }}\",\n \"serviceCenterNumber\": \"{{ $('Extract Email').item.json.serviceCenterNumber }}\",\n \"claimNumber\":\"{{ $('Append or update row in sheet').item.json['OUR INVOICE'] }}\",\n \"claimBatchNumber\":\"\",\n \"serialNumber\": \"\",\n\n \"authentication\": \n {\n \"userId\": \"{{ $json.userId }}\",\n \"password\": \"{{ $json.password }}\"\n }\n}", "options": {} }, "type": "n8n-nodes-base.httpRequest", "typeVersion": 4.3, "position": [ 1616, 112 ], "id": "a5b42499-cd5e-4f6d-95d0-452e8c87daa5", "name": "HTTP Request" }, { "parameters": { "pollTimes": { "item": [ { "mode": "everyMinute" } ] }, "simple": false, "filters": { "q": "subject: Concern Regarding Old A/Rs" }, "options": {} }, "type": "n8n-nodes-base.gmailTrigger", "typeVersion": 1.3, "position": [ -16, 112 ], "id": "7c741007-1489-45cd-a9af-754fd705553a", "name": "Gmail Trigger" }, { "parameters": { "promptType": "define", "text": "=You are a data extraction specialist. Your task is to parse accounts receivable line items from email text into structured JSON.\n\nExtract each line item with the following fields:\n- po_number: The purchase order number (YOUR P.O. column)\n- invoice_number: The vendor's invoice number (OUR INVOICE column)\n- billed_date: Date in YYYY-MM-DD format\n- amount: Billed amount as a decimal number (no $ or commas)\n- paid_to_date: Amount paid as a decimal number (no $ or commas)\n- balance_due: Balance due as a decimal number (no $ or commas)\n\nRules:\n1. Some rows may have empty PO numbers (they appear as just spaces before the invoice number)\n2. For empty PO numbers, use null\n3. Convert dates from MM/DD/YY to YYYY-MM-DD format\n4. Remove all $ signs and commas from amounts\n5. Return ONLY valid JSON with no markdown, no explanation\n\nOutput format:\n{\n \"line_items\": [\n {\n \"po_number\": \"8809252501\",\n \"invoice_number\": \"96532\",\n \"billed_date\": \"2025-05-02\",\n \"amount\": 240.61,\n \"paid_to_date\": 0.00,\n \"balance_due\": 240.61\n }\n ]\n}\n```\n\n### **User Prompt (Dynamic):**\n```\nParse the following accounts receivable table data:\n\n{{ $json.tableSection }}\n\nExpected number of line items: {{ $json.totalItems }}\nTotal balance due: ${{ $json.totalValue }}\n\nExtract all line items and return as JSON.", "options": {} }, "type": "@n8n/n8n-nodes-langchain.agent", "typeVersion": 3, "position": [ 608, 112 ], "id": "99a86479-a4eb-4c56-ae0a-3e9e706a2877", "name": "AI Agent" }, { "parameters": { "model": { "__rl": true, "mode": "list", "value": "gpt-4.1-mini" }, "builtInTools": {}, "options": { "temperature": 0.1 } }, "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi", "typeVersion": 1.3, "position": [ 480, 320 ], "id": "44ccbf39-1a4f-4ff4-b6d6-1fdfd038df5a", "name": "OpenAI Chat Model" }, { "parameters": { "jsCode": "// Get the AI response from current input\nconst aiOutput = $input.item.json.output;\n\n// Parse JSON\nlet cleanJson = aiOutput.trim();\ncleanJson = cleanJson.replace(/```json\\n?/g, '').replace(/```\\n?/g, '');\nconst parsed = JSON.parse(cleanJson);\n\n// Get line items array\nconst lineItems = parsed.line_items || [];\n\n// Return clean array with only the 6 fields needed for Google Sheets\nreturn lineItems.map(item => ({ \n json: {\n po_number: item.po_number || '', // Empty string instead of null for Sheets\n invoice_number: item.invoice_number,\n billed_date: item.billed_date,\n amount: parseFloat(item.amount),\n paid_to_date: parseFloat(item.paid_to_date),\n balance_due: parseFloat(item.balance_due)\n }\n}));" }, "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [ 960, 112 ], "id": "69661142-bc6c-4fdd-8bb8-2a59fa81e6fc", "name": "Code in JavaScript1" }, { "parameters": { "operation": "appendOrUpdate", "documentId": { "__rl": true, "value": "YOUR_ID", "mode": "list" }, "sheetName": { "__rl": true, "value": "gid=0", "mode": "list" }, "columns": { "mappingMode": "defineBelow", "value": { "OUR INVOICE": "={{ $json.invoice_number }}", "YOUR P.O.": "={{ $json.po_number }}", "BILLED DATE": "={{ $json.billed_date }}", "AMOUNT": "={{ $json.amount }}", "PdToDt": "={{ $json.paid_to_date }}", "BALANCE DUE": "={{ $json.balance_due }}" }, "matchingColumns": [ "OUR INVOICE" ], "schema": [ { "id": "YOUR P.O.", "displayName": "YOUR P.O.", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "OUR INVOICE", "displayName": "OUR INVOICE", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true, "removed": false }, { "id": "BILLED DATE", "displayName": "BILLED DATE", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "AMOUNT", "displayName": "AMOUNT", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "PdToDt", "displayName": "PdToDt", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "BALANCE DUE", "displayName": "BALANCE DUE", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "SP STATUS", "displayName": "SP STATUS", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "PAYMENT METHOD", "displayName": "PAYMENT METHOD", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "PAID LABOR", "displayName": "PAID LABOR", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true, "removed": false }, { "id": "PAYMENT REFERENCE", "displayName": "PAYMENT REFERENCE", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true } ], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {} }, "type": "n8n-nodes-base.googleSheets", "typeVersion": 4.7, "position": [ 1168, 112 ], "id": "1e319448-e47e-4472-9609-d6fc04ba3f5e", "name": "Append or update row in sheet" }, { "parameters": { "operation": "update", "documentId": { "__rl": true, "value": "YOUR_ID", "mode": "list" }, "sheetName": { "__rl": true, "value": "gid=0", "mode": "list" }, "columns": { "mappingMode": "defineBelow", "value": { "OUR INVOICE": "={{ $json.claims[0].claimNumber }}", "SP STATUS": "={{ $json.claims[0].claimStatusDescription }}", "PAYMENT METHOD": "={{ $json.claims[0].paymentMethod }}", "PAYMENT REFERENCE": "={{ $json.claims[0].paymentTransactionNumber }}", "PAID LABOR": "={{ $json.claims[0].paidLaborAmount }}" }, "matchingColumns": [ "OUR INVOICE" ], "schema": [ { "id": "YOUR P.O.", "displayName": "YOUR P.O.", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "OUR INVOICE", "displayName": "OUR INVOICE", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true, "removed": false }, { "id": "BILLED DATE", "displayName": "BILLED DATE", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "AMOUNT", "displayName": "AMOUNT", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "PdToDt", "displayName": "PdToDt", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "BALANCE DUE", "displayName": "BALANCE DUE", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "SP STATUS", "displayName": "SP STATUS", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "PAYMENT METHOD", "displayName": "PAYMENT METHOD", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "PAID LABOR", "displayName": "PAID LABOR", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true, "removed": false }, { "id": "PAYMENT REFERENCE", "displayName": "PAYMENT REFERENCE", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "row_number", "displayName": "row_number", "required": false, "defaultMatch": false, "display": true, "type": "number", "canBeUsedToMatch": true, "readOnly": true, "removed": true } ], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {} }, "type": "n8n-nodes-base.googleSheets", "typeVersion": 4.7, "position": [ 1824, 112 ], "id": "aa1ac152-624f-4974-b457-354243e1fbc2", "name": "Update row in sheet" }, { "parameters": { "jsCode": "// Get the email data from Gmail trigger\nconst email = $('Gmail Trigger').item.json;\n\n// Function to decode HTML entities and strip tags\nfunction cleanHtml(html) {\n if (!html) return '';\n \n // Remove HTML tags\n let text = html\n .replace(//gi, '\\n') // Convert
to newline first\n .replace(/<[^>]*>/g, ' '); // Then strip other tags\n \n // Decode HTML entities\n text = text\n .replace(/ /g, ' ')\n .replace(/&/g, '&')\n .replace(/</g, '<')\n .replace(/>/g, '>')\n .replace(/"/g, '\"')\n .replace(/'/g, \"'\")\n .replace(/'/g, \"'\");\n \n // Clean up whitespace\n text = text\n .replace(/\\s+/g, ' ')\n .replace(/\\n\\s*\\n/g, '\\n')\n .trim();\n \n return text;\n}\n\n// Extract metadata from email object\nconst sender = email.from?.text || email.from?.value?.[0]?.address || '';\nconst senderName = email.from?.value?.[0]?.name || '';\nconst senderEmail = email.from?.value?.[0]?.address || '';\nconst subject = email.subject || '';\nconst dateReceived = email.date || '';\nconst messageId = email.messageId || '';\n\n// Get email body (prefer HTML, fallback to text)\nlet emailBody = '';\nif (email.html) {\n emailBody = cleanHtml(email.html);\n} else if (email.text) {\n // The text field contains RTF, we need to strip RTF codes\n emailBody = email.text\n .replace(/\\{\\\\rtf1.*?\\}/g, '') // Remove RTF control groups\n .replace(/\\\\par\\s*/g, '\\n') // Convert \\par to newlines\n .replace(/\\\\[a-z]+\\d*\\s*/g, '') // Remove other RTF commands\n .replace(/\\{|\\}/g, '') // Remove braces\n .trim();\n}\n\n// If HTML exists, use that as primary source\nconst primaryBody = email.html ? cleanHtml(email.html) : emailBody;\n\n// Extract email date from body (appears at top of message)\nconst emailDateMatch = primaryBody.match(/([A-Z][a-z]+\\s+\\d{1,2},\\s+\\d{4})/);\nconst emailDate = emailDateMatch ? emailDateMatch[1] : null;\n\n// Extract customer/manufacturer name\n// Pattern: After \"Claims Department\" and before \"Dear Sir or Madam\"\nconst customerMatch = primaryBody.match(/Claims\\s+Department\\s+([^\\n]+)\\s+Dear\\s+Sir/i);\nconst customerName = customerMatch ? customerMatch[1].trim() : null;\n\n// Manufacturer mapping table with serviceCenterNumber\nconst manufacturerMap = {\n 'FRIGIDAIRE': { \n name: 'ELECTROLUX', \n serviceCenter: '$input.first().json.FRIGIDAIRE' \n },\n 'ELECTROLUX': { \n name: 'ELECTROLUX', \n serviceCenter: '$input.first().json.FRIGIDAIRE' \n },\n 'GE': { \n name: 'GE_APPLIANCES', \n serviceCenter: '$input.first().json.GE' \n },\n 'GE APPLIANCES': { \n name: 'GE_APPLIANCES', \n serviceCenter: '$input.first().json.GE' \n },\n 'LGE': { \n name: 'LG', \n serviceCenter: '$input.first().json.LGE' \n },\n 'BOSCH': { \n name: 'BSH', \n serviceCenter: '$input.first().json.BOSCH' \n },\n 'BSH': { \n name: 'BSH', \n serviceCenter: '$input.first().json.BOSCH' \n },\n 'SPEED QUEEN': { \n name: 'ALLIANCE_LAUNDRY', \n serviceCenter: '$input.first().json[\"SPEED QUEEN\"]' \n },\n 'ALLIANCE': { \n name: 'ALLIANCE_LAUNDRY', \n serviceCenter: '$input.first().json[\"SPEED QUEEN\"]' \n },\n \n 'SQUARE TRADE': { \n name: 'SQUARE_TRADE', \n serviceCenter: '$input.first().json[\"SQUARE TRADE\"]' \n },\n 'SQUARETRADE': { \n name: 'SQUARE_TRADE', \n serviceCenter: '$input.first().json[\"SQUARE TRADE\"]' \n },\n 'ASSURANT': { \n name: 'ASSURANT_SOLUTIONS', \n serviceCenter: '$input.first().json.ASSURANT' \n },\n 'ASSURANT SOLUTIONS': { \n name: 'ASSURANT_SOLUTIONS', \n serviceCenter: '$input.first().json.ASSURANT' \n }\n};\n\n// Map customer to manufacturer name and service center\nconst normalizedCustomer = (customerName || '').toUpperCase().trim();\nconst manufacturerData = manufacturerMap[normalizedCustomer];\nconst manufacturerName = manufacturerData ? manufacturerData.name : normalizedCustomer || 'UNKNOWN';\nconst serviceCenterNumber = manufacturerData ? manufacturerData.serviceCenter : null;\nconst manufacturerMappingFound = manufacturerMap.hasOwnProperty(normalizedCustomer);\n\n// Extract key summary numbers from body\nconst itemsMatch = primaryBody.match(/(\\d+)\\s+items?\\s+outstanding/i);\nconst totalValueMatch = primaryBody.match(/total\\s+value\\s+of\\s+\\$?([\\d,]+\\.?\\d*)/i);\nconst paidToDateMatch = primaryBody.match(/less\\s+\\$?([\\d,]+\\.?\\d*)\\s+paid\\s+to\\s+date/i);\nconst daysOverdueMatch = primaryBody.match(/more\\s+than\\s+(\\d+)\\s+days?\\s+past\\s+due/i);\n\n// Extract the table section\n// Look for \"LIST OF PAST DUE ITEMS\" header\nconst listHeaderMatch = primaryBody.match(/LIST\\s+OF\\s+PAST\\s+DUE\\s+ITEMS([\\s\\S]*)/i);\nlet tableSection = '';\n\nif (listHeaderMatch) {\n tableSection = listHeaderMatch[1].trim();\n \n // Find column headers and extract everything after them\n const headerMatch = tableSection.match(/YOUR\\s+P\\.O\\..+?BALANCE\\s+DUE\\s+([\\s\\S]*)/i);\n if (headerMatch) {\n tableSection = headerMatch[1].trim();\n \n // Remove \"Thanking you\" footer if present\n tableSection = tableSection.replace(/Thanking\\s+you\\s+in\\s+advance.*/is, '').trim();\n }\n}\n\n// Calculate totals from extracted values\nconst totalItems = itemsMatch ? parseInt(itemsMatch[1]) : 0;\nconst totalValue = totalValueMatch ? parseFloat(totalValueMatch[1].replace(/,/g, '')) : 0;\nconst paidToDate = paidToDateMatch ? parseFloat(paidToDateMatch[1].replace(/,/g, '')) : 0;\nconst daysOverdue = daysOverdueMatch ? parseInt(daysOverdueMatch[1]) : 0;\n\nreturn {\n json: {\n // Email metadata\n messageId: messageId,\n sender: sender,\n senderName: senderName,\n senderEmail: senderEmail,\n vendorName: senderName || senderEmail.split('@')[0],\n subject: subject,\n dateReceived: dateReceived,\n emailDate: emailDate,\n \n // Customer and Manufacturer\n customerName: customerName,\n manufacturerName: manufacturerName,\n serviceCenterNumber: serviceCenterNumber,\n manufacturerMappingFound: manufacturerMappingFound,\n \n // Summary information\n totalItems: totalItems,\n totalValue: totalValue,\n paidToDate: paidToDate,\n balanceOutstanding: totalValue - paidToDate,\n daysOverdue: daysOverdue,\n \n // Table data for AI parsing\n tableSection: tableSection,\n fullBody: primaryBody,\n \n // Validation flags\n hasTableData: tableSection.length > 50,\n hasValidMetadata: totalItems > 0 && totalValue > 0,\n hasCustomer: customerName !== null,\n hasServiceCenter: serviceCenterNumber !== null,\n \n // For debugging\n rawHtml: email.html || null,\n rawText: email.text || null\n }\n};" }, "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [ 432, 112 ], "id": "5e9ca69d-5ef3-4183-b3e3-9cbf242bec9b", "name": "Extract Email" }, { "parameters": { "assignments": { "assignments": [ { "id": "073e50f0-5c61-455c-8a1f-2931ee163dc3", "name": "userId", "value": "Your Service Power userId", "type": "string" }, { "id": "d4767d23-334c-4af3-ae28-964357e6ecd0", "name": "password", "value": "Your Service Power password", "type": "string" } ] }, "options": {} }, "type": "n8n-nodes-base.set", "typeVersion": 3.4, "position": [ 1392, 112 ], "id": "e0cc7faa-be5e-46d2-a2c1-5cc0adfe1343", "name": "Service Power Credentials" }, { "parameters": { "assignments": { "assignments": [ { "id": "377b8926-8a51-4909-98e9-e92263feb448", "name": "LGE", "value": "", "type": "string" }, { "id": "089931e1-2e0e-449c-ad7f-29a854a40d49", "name": "FRIGIDAIRE", "value": "", "type": "string" }, { "id": "49dda6f6-ae43-4f03-8713-6050af48a955", "name": "GE", "value": "", "type": "string" }, { "id": "9ad532c5-f9fe-4437-a943-ec40baaba186", "name": "BOSCH", "value": "", "type": "string" }, { "id": "2f698693-97cf-4c84-b237-94a5b385f3c9", "name": "SPEED QUEEN", "value": "", "type": "string" }, { "id": "ba8bf128-4bac-43b8-bd3d-6407b18dc997", "name": "SQUARE TRADE", "value": "", "type": "string" }, { "id": "b73df34c-004c-46f2-b52a-b565672767da", "name": "ASSURANT", "value": "", "type": "string" } ] }, "options": {} }, "type": "n8n-nodes-base.set", "typeVersion": 3.4, "position": [ 240, 112 ], "id": "934100d3-cd38-4a5b-8fa8-3fa29e8a3fc5", "name": "Set Manufacturer Service Accounts" } ], "pinData": {}, "connections": { "When clicking ‘Execute workflow’": { "main": [ [ { "node": "Extract Email", "type": "main", "index": 0 } ] ] }, "Gmail Trigger": { "main": [ [ { "node": "Set Manufacturer Service Accounts", "type": "main", "index": 0 } ] ] }, "OpenAI Chat Model": { "ai_languageModel": [ [ { "node": "AI Agent", "type": "ai_languageModel", "index": 0 } ] ] }, "AI Agent": { "main": [ [ { "node": "Code in JavaScript1", "type": "main", "index": 0 } ] ] }, "Code in JavaScript1": { "main": [ [ { "node": "Append or update row in sheet", "type": "main", "index": 0 } ] ] }, "Append or update row in sheet": { "main": [ [ { "node": "Service Power Credentials", "type": "main", "index": 0 } ] ] }, "HTTP Request": { "main": [ [ { "node": "Update row in sheet", "type": "main", "index": 0 } ] ] }, "Extract Email": { "main": [ [ { "node": "AI Agent", "type": "main", "index": 0 } ] ] }, "Service Power Credentials": { "main": [ [ { "node": "HTTP Request", "type": "main", "index": 0 } ] ] }, "Set Manufacturer Service Accounts": { "main": [ [ { "node": "Extract Email", "type": "main", "index": 0 } ] ] } }, "active": false, "settings": { "executionOrder": "v1", "availableInMCP": false }, "meta": { "templateCredsSetupCompleted": false } }