Track OpenAI Admin API usage and costs automatically with Google Sheets

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Important notice

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

1. Workflow Overview

Best for

Document Extraction automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.scheduletrigger, n8n-nodes-base.httprequest, n8n-nodes-base.removeduplicates, n8n-nodes-base.stickynote, n8n-nodes-base.set, n8n-nodes-base.code, n8n-nodes-base.merge, n8n-nodes-base.splitout

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Track OpenAI Admin API usage and costs automatically with Google Sheets
Workflow name: Track OpenAI Admin API usage and costs automatically with Google Sheets

Overview

This workflow aims to help you and your team track your expenses with OpenAI It automatically collects your OpenAI organization’s API usage and cost data every few days and saves it to a ready-to-use Google Sheets template. It pulls detailed metrics for every project and API key, including token usage, model breakdowns, and costs per line item, making it easy for your team to analyze and track spend over time!

Who is it for

Finance or ops teams tracking AI usage and spend
Data/analytics teams needing detailed project-level breakdowns
Technical leads or admins managing OpenAI organization usage and cost
Anyone needing a simple audit trail or historical record of OpenAI API activity

How to get started

Access to your organization’s OpenAI Admin API key -> Note: it's a different API than the one you use to call the models.
Add your credentials in all OpenAI Admin nodes as Predefined Credentials > OpenAI.
Create your Google Sheets credentials
Get the Google Sheets template (copy to your Drive)

How it works

Trigger: The workflow runs automatically on a schedule (every 3 days by default, but you can adjust).
Fetch Data: Calls OpenAI’s Admin API to get all token usage and cost details for the reporting window.
Enrich Data: Resolves project names and API key names for clarity in reports.
Write to Sheets: Appends new usage and cost data to your Google Sheet, with one row per project/key/period.

Google Sheets Template

Use our template to track OpenAI's cost and usage

Notes

All data is appended, so your sheet keeps historical records. But ⚠️ if you run the workflow manually or change the schedule, you could end up with duplicated rows
API key and project enrichment makes reports easier to read.
You can adapt the workflow to save results anywhere: BigQuery, Airtable, DB, or even another spreadsheet.
Easy to change schedule or reporting window to fit your team’s needs.

Extra

Depending on your internal processes, you could also generate monthly files and automatically send the report to your finance team via email or Slack, for example. The possibilities are endless!
Note that we intended to do the same with Anthropic and Gemini via API and n8n built-in methods. At this stage, it is not possible to do it, but it could probably be done using Browser Agents!

Service

If you need help implementing the template or modifying it, just reach out 💌

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 - OpenAI Admin - get token usage

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.2

Block 3 - OpenAI Admin - Get cost

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.2

Block 4 - Remove Duplicates

Type / Role: n8n-nodes-base.removeDuplicates - removeDuplicates
Config choices: Version 2

Block 5 - Sticky Note3

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

Block 6 - Set api_key and project ids

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

Block 7 - Set api_key id and name

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

Block 8 - Add api_key name to token usage

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 9 - Get project_ids

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 10 - Merge token, usage, projects

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

Block 11 - Merge token and usage

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

Block 12 - Structure usage, cost, projects

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

Block 13 - Split Out api_key and project

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

Block 14 - Split Out Usage

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

Block 15 - Split Out Cost

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

Block 16 - Split Out Usage Results

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

Block 17 - Split Out Cost results

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

Block 18 - Structure Usage data

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

Block 19 - Structure Cost data

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

Block 20 - Append Usage to GSheets

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

Block 21 - Append Cost to GSheets

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

Block 22 - Set Usage data for Gsheets

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

Block 23 - Set Cost data for Gsheets

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

Block 24 - Sticky Note12

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

Showing the first 24 of 40 workflow blocks. Download the JSON for the full node graph.

3. Summary Table

Workflow	Track OpenAI Admin API usage and costs automatically with Google Sheets
Complexity	advanced
Nodes	40
Categories	Document Extraction
Author	Agent Studio
Published	14 Jul 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/6002/6002.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 Document Extraction workflows

Frequently asked questions

What does Track OpenAI Admin API usage and costs automatically with Google Sheets 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 Document Extraction use case.

Agent Studio

13 workflows

Nodes

n8n-nodes-base.scheduletrigger n8n-nodes-base.httprequest n8n-nodes-base.removeduplicates n8n-nodes-base.stickynote n8n-nodes-base.set n8n-nodes-base.code n8n-nodes-base.merge n8n-nodes-base.splitout

Complexity

advanced

Published 14 Jul 2025

Likes 0

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Install path: /data/workflows/6002/6002.json

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Track OpenAI Admin API usage and costs automatically with Google Sheets

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Overview

Who is it for

How to get started

How it works

Google Sheets Template

Notes

Extra

Service

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Schedule Trigger

Block 2 - OpenAI Admin - get token usage

Block 3 - OpenAI Admin - Get cost

Block 4 - Remove Duplicates

Block 5 - Sticky Note3

Block 6 - Set api_key and project ids

Block 7 - Set api_key id and name

Block 8 - Add api_key name to token usage

Block 9 - Get project_ids

Block 10 - Merge token, usage, projects

Block 11 - Merge token and usage

Block 12 - Structure usage, cost, projects

Block 13 - Split Out api_key and project

Block 14 - Split Out Usage

Block 15 - Split Out Cost

Block 16 - Split Out Usage Results

Block 17 - Split Out Cost results

Block 18 - Structure Usage data

Block 19 - Structure Cost data

Block 20 - Append Usage to GSheets

Block 21 - Append Cost to GSheets

Block 22 - Set Usage data for Gsheets

Block 23 - Set Cost data for Gsheets

Block 24 - Sticky Note12

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