Automate Your Expense Tracking with Gmail and Google Sheets
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Effortlessly extract and organize your financial spending details from Gmail invoices and payment confirmations directly into Google Sheets. This workflow automates tedious data entry, saving you time and improving financial accuracy.
About This Workflow
This n8n workflow is designed to streamline your expense management by automatically processing financial documents received via email. It begins by monitoring your Gmail for specific invoice and payment emails, downloading any attached documents. Leveraging AI, it then extracts crucial spending details like date, service, amount, category, and currency from these documents. Finally, all extracted information is neatly organized and pushed into a Google Sheet, providing a centralized and up-to-date record of your financial transactions. This template is particularly useful for individuals and small businesses looking to gain better control over their finances through intelligent automation.
Key Features
- Automated Email Monitoring: Continuously scans your Gmail for new invoices and payment confirmations.
- Intelligent Data Extraction: Utilizes AI to accurately pull key financial data from PDFs and email content.
- Seamless Google Sheets Integration: Pushes extracted data directly into your designated Google Sheet.
- Customizable Expense Categories: Allows you to define and assign categories to your spending.
- Secure Credential Management: Integrates securely with your Gmail and Google accounts.
How To Use
- Connect Your Gmail: Authenticate the workflow with your Gmail account to enable email monitoring. Ensure the necessary labels for invoices and payments are set up in Gmail.
- Configure Email Triggers: Adjust the Gmail trigger nodes ('Get invoice' and 'Get payment') to specifically target the emails containing your financial documents. You may need to update the
labelIdsif your Gmail setup differs. - Set PDF Password (if applicable): If your invoice or payment PDFs are password protected, update the
passwordfield in the 'Extract invoice' and 'Extract payment' nodes. - Define HTML Extraction: If your spending details are embedded within the HTML of your emails (e.g., in a table), configure the 'HTML' node with the correct CSS selectors to target and extract this information.
- Configure AI Parsing: The 'Google Gemini Chat Model' and 'Structured Output Parser' nodes are pre-configured to interpret and structure the extracted data. Review the
inputSchemain the 'Structured Output Parser' node to ensure it matches your desired output format and expense categories. - Connect Google Sheets: Authenticate the 'Send' node with your Google account and specify the target Google Sheet and worksheet where you want to store the expense data. Map the extracted fields to the corresponding columns in your sheet.
- Test and Activate: Run the workflow with sample data to verify that all steps are functioning correctly. Once satisfied, activate the workflow for continuous, automated expense tracking.
Apps Used
Workflow JSON
{
"id": "b1735e56-6133-48d5-aeb8-04d3de787109",
"name": "Automate Your Expense Tracking with Gmail and Google Sheets",
"nodes": 14,
"category": "Finance",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
Get This Workflow
ID: b1735e56-6133...
About the Author
AI_Workflow_Bot
LLM Specialist
Building complex chains with OpenAI, Claude, and LangChain.
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