AI auto-save Gmail receipts to Google Sheets + Google Drive

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

Who is this for? This workflow is ideal for: For freelancers, business owners, and finance teams who receive receipts via Gmail Automatically logs expenses for tax, bookkeeping and year end audits ...

Best for

Invoice Processing automation workflows
AI Summarization automation workflows
intermediate n8n builders looking for reusable templates

Tools used

n8n-nodes-base.scheduletrigger, @n8n/n8n-nodes-langchain.agent, @n8n/n8n-nodes-langchain.lmchatopenai, @n8n/n8n-nodes-langchain.outputparserstructured, n8n-nodes-base.gmail, n8n-nodes-base.set, n8n-nodes-base.googlesheets, n8n-nodes-base.merge

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Matt Chong | n8n Creator.

Original n8n.io source

1.1 Workflow description

Title: AI auto-save Gmail receipts to Google Sheets + Google Drive
Workflow name: AI auto-save Gmail receipts to Google Sheets + Google Drive

Who is this for?

This workflow is ideal for:

For freelancers, business owners, and finance teams who receive receipts via Gmail
Automatically logs expenses for tax,
bookkeeping and year-end audits

What problem is this workflow solving?

When tax season hits, missing receipts create panic.

This workflow keeps everything in one place. It uses AI to extract details from Gmail attachments, logs them in a Google Sheet, and stores the PDFs in Google Drive.

No digging. No copying. Just everything where it should be.

How it works?

Apply the label receipt to any incoming Gmail email. Do not mark it as read.
On a schedule (e.g. daily at 8:00 AM), the workflow triggers.
It searches for unread emails with the label receipt.
For each matching email, it downloads the attached receipt file.
It extracts text content from the receipt file.
It uploads the original receipt file to a specified folder in Google Drive.
It merges the extracted text with email metadata.
It sends this combined data to OpenAI.
OpenAI extracts structured fields:
- date
- merchant
- category
- description
- subtotal
- tax
- total
The extracted data is appended as a new row in the specific Google Sheet.
Finally, the email is marked as read to prevent it from being processed again.

How to set up?

Connect these services in your n8n credentials:
- Gmail (OAuth2)
- Google Drive
- Google Sheets
- OpenAI
Configure the Google Drive upload:
- In the “Upload File” node, select the target folder where you want receipt PDFs stored.
Set your execution schedule:
- Open the “Schedule Trigger” node and choose when it should run (default is once daily at 8:00 AM).
Choose your Google Sheet and tab:
- In the “Append to Google Sheet” node, select your document and tab
- Ensure the sheet contains these columns:
  Date, Merchant, Category, Description, Subtotal, Tax, Total.

How to customize this workflow to your needs?

Change the Gmail label or search filter to match your needs.
Modify the OpenAI schema to extract additional fields like currency, project, or notes.

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Schedule Trigger

Type / Role: n8n-nodes-base.scheduleTrigger - scheduleTrigger
Config choices: Version 1.2

Block 2 - AI Agent

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2

Block 3 - OpenAI Chat Model

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenAi - lmChatOpenAi
Config choices: Version 1.2

Block 4 - Structured Output Parser

Type / Role: @n8n/n8n-nodes-langchain.outputParserStructured - outputParserStructured
Config choices: Version 1.3

Block 5 - Get Emails with Receipts

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 6 - Get Required Fields

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 7 - Download Attachment

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 8 - Append to Google Sheet

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.6

Block 9 - Merge Data

Type / Role: n8n-nodes-base.merge - merge
Config choices: Version 3.2

Block 10 - Upload File

Type / Role: n8n-nodes-base.googleDrive - googleDrive
Config choices: Version 3

Block 11 - Extract Data from Invoice

Type / Role: n8n-nodes-base.extractFromFile - extractFromFile
Config choices: Version 1

Block 12 - Mark Email as Read

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 13 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 14 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	AI auto-save Gmail receipts to Google Sheets + Google Drive
Complexity	intermediate
Nodes	14
Categories	Invoice Processing, AI Summarization
Author	Matt Chong \| n8n Creator
Published	29 Jun 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/5451/5451.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Invoice Processing workflows AI Summarization workflows

Frequently asked questions

What does AI auto-save Gmail receipts to Google Sheets + Google Drive do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Invoice Processing, AI Summarization use case.

Matt Chong | n8n Creator

10 workflows

Nodes

n8n-nodes-base.scheduletrigger @n8n/n8n-nodes-langchain.agent @n8n/n8n-nodes-langchain.lmchatopenai @n8n/n8n-nodes-langchain.outputparserstructured n8n-nodes-base.gmail n8n-nodes-base.set n8n-nodes-base.googlesheets n8n-nodes-base.merge

Complexity

intermediate

Published 29 Jun 2025

Likes 0

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Install path: /data/workflows/5451/5451.json

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AI auto-save Gmail receipts to Google Sheets + Google Drive

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Who is this for?

What problem is this workflow solving?

How it works?

How to set up?

How to customize this workflow to your needs?

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Schedule Trigger

Block 2 - AI Agent

Block 3 - OpenAI Chat Model

Block 4 - Structured Output Parser

Block 5 - Get Emails with Receipts

Block 6 - Get Required Fields

Block 7 - Download Attachment

Block 8 - Append to Google Sheet

Block 9 - Merge Data

Block 10 - Upload File

Block 11 - Extract Data from Invoice

Block 12 - Mark Email as Read

Block 13 - Sticky Note

Block 14 - Sticky Note1

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions