Extract and track receipt data with VLM Run and Google Drive + Airtable

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Important notice

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

1. Workflow Overview

Simplify expense tracking with AI powered automation that extracts receipt data and organizes it instantly. What this workflow does 1. Watches Google Drive for new receipt uploads (images/PDFs) 2. ...

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.airtable, n8n-nodes-base.webhook

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Extract and track receipt data with VLM Run and Google Drive + Airtable
Workflow name: Extract and track receipt data with VLM Run and Google Drive + Airtable

Simplify expense tracking with AI-powered automation that extracts receipt data and organizes it instantly.

What this workflow does

Watches Google Drive for new receipt uploads (images/PDFs)
Automatically downloads and prepares files for processing
Parses key details using the trusted VLM Run node (merchant, customer, amount, currency, date)
Stores structured records in Airtable for real-time tracking

Setup

Prerequisites: Google Drive & Airtable 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 a receipt upload folder
Add VLM Run API credentials
Create an Airtable base with fields: Customer, Merchant, Amount, Currency, Date
Update folder/base IDs in workflow nodes
Test and activate

How to customize this workflow to your needs

Extend functionality by:

Adding categories, budgets, or approval steps
Syncing with accounting tools (QuickBooks, Xero)
Sending Slack or email alerts for processed receipts
Enabling error handling and duplicate checks

This workflow eliminates manual data entry and creates a seamless, automated system that saves time and improves 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 - Create a record

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

Block 10 - Receive Data

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

3. Summary Table

Workflow	Extract and track receipt data with VLM Run and Google Drive + Airtable
Complexity	intermediate
Nodes	10
Categories	Invoice Processing, AI Summarization
Author	Atik
Published	11 Sept 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/8477/8477.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 track receipt data with VLM Run and Google Drive + Airtable 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.

Atik

3 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.airtable n8n-nodes-base.webhook

Complexity

intermediate

Published 11 Sept 2025

Likes 0

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Install path: /data/workflows/8477/8477.json

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Extract and track receipt data with VLM Run and Google Drive + Airtable

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 - Create a record

Block 10 - Receive Data

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