Extract and organize receipt data for expense tracking with VLM Run and Google

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Important notice

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

1. Workflow Overview

Transform your expense tracking with automated AI receipt processing that extracts data and organizes it instantly. What this workflow does 1. Monitors Google Drive for new receipt uploads (images/...

Best for

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

Tools used

n8n-nodes-base.stickynote, n8n-nodes-base.googledrivetrigger, n8n-nodes-base.googledrive, @vlm-run/n8n-nodes-vlmrun.vlmrun, n8n-nodes-base.set, n8n-nodes-base.googlesheets

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Shahrear.

Original n8n.io source

1.1 Workflow description

Title: Extract and organize receipt data for expense tracking with VLM Run and Google
Workflow name: Extract and organize receipt data for expense tracking with VLM Run and Google

Transform your expense tracking with automated AI receipt processing that extracts data and organizes it instantly.

What this workflow does

Monitors Google Drive for new receipt uploads (images/PDFs)
Downloads and processes files automatically
Extracts key data using verified VLM Run node (merchant, amount, currency, date)
Saves structured data to Google Sheets for easy tracking

Setup

Prerequisites: Google Drive/Sheets accounts, VLM Run API credentials, n8n instance.

Install the verified VLM Run node by searching for VLM Run in the node list, then click Install. Once installed, you can start using it in your workflows.

Quick Setup:

Configure Google Drive OAuth2 and create receipt upload folder
Add VLM Run API credentials
Create Google Sheets with columns: Customer, Merchant, Amount, Currency, Date
Update folder/sheet IDs in workflow nodes
Test and activate

How to customize this workflow to your needs

Extend functionality by:

Adding expense categories and approval workflows
Connecting to accounting software (QuickBooks, Xero)
Including Slack notifications for processed receipts
Adding data validation and duplicate detection

This workflow transforms manual receipt processing into an automated system that saves hours while improving accuracy.

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 - 🧾 Workflow Overview

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

Block 2 - 📁 Input Processing Documentation

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

Block 3 - 🤖 AI Extraction Documentation

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

Block 4 - 📊 Storage Documentation

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

Block 5 - Monitor Receipt Uploads

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

Block 6 - Download Receipt File

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

Block 7 - VLM Run Receipt Parser

Type / Role: @vlm-run/n8n-nodes-vlmrun.vlmRun - vlmRun
Config choices: Version 1

Block 8 - Format Receipt Data

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

Block 9 - Save to Expense Database

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

3. Summary Table

Workflow	Extract and organize receipt data for expense tracking with VLM Run and Google
Complexity	intermediate
Nodes	9
Categories	Invoice Processing, AI Summarization
Author	Shahrear
Published	19 Jun 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/5051/5051.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 Extract and organize receipt data for expense tracking with VLM Run and Google 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.

Shahrear

11 workflows

Nodes

n8n-nodes-base.stickynote n8n-nodes-base.googledrivetrigger n8n-nodes-base.googledrive @vlm-run/n8n-nodes-vlmrun.vlmrun n8n-nodes-base.set n8n-nodes-base.googlesheets

Complexity

intermediate

Published 19 Jun 2025

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/5051/5051.json

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Extract and organize receipt data for expense tracking with VLM Run and Google

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

What this workflow does

Setup

How to customize this workflow to your needs

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - 🧾 Workflow Overview

Block 2 - 📁 Input Processing Documentation

Block 3 - 🤖 AI Extraction Documentation

Block 4 - 📊 Storage Documentation

Block 5 - Monitor Receipt Uploads

Block 6 - Download Receipt File

Block 7 - VLM Run Receipt Parser

Block 8 - Format Receipt Data

Block 9 - Save to Expense Database

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