AI-Powered Invoice & Receipt Processing: Smarter Financial Tracking
This automation extracts key details from invoices and receipts, categorizes expenses, and updates records instantly. It uses AI to streamline financial tracking, reduce manual data entry, and ensure accurate organization.
Quick Summary
Processing invoices manually is tedious and inefficient. The AI-Powered Invoice & Receipt Processing Bot automates the entire workflow—capturing invoices from Gmail, extracting key details with OCR, categorizing expenses using AI, and logging everything in Google Sheets. It seamlessly integrates with n8n, OCR.space, OpenAI, Google Drive, and Slack, ensuring invoices are stored, organized, and summarized effortlessly. Plus, it generates monthly financial reports so you can stay on top of expenses without lifting a finger.
How It Works & Key Benefits
Step 2: AI-Powered OCR & Data Extraction
How It Works:
If the invoice is a PDF or image file, it’s sent to OCR.space for text extraction.
If the invoice is CSV or XLS, the system parses the data directly.
The extracted text is then processed using OpenAI to identify key details:
Invoice Number
Vendor Name
Invoice Date & Due Date
Total Amount & Payment Status
Expense Type (Training, Office Equipment, etc.)
If the expense type isn’t clearly stated, AI determines it based on the vendor name or performs a Google Search to classify it.
Benefit: Automates invoice text extraction, eliminates manual data entry, and intelligently categorizes expenses.
Step 3: Secure Storage & Real-Time Logging
How It Works:
The original invoice file is uploaded to Google Drive, and a shareable link is generated.
The invoice details are then logged in Google Sheets, including:
Invoice Number
Vendor Name
Expense Type
Total Amount & Payment Status
Google Drive Link to the Original Invoice
Benefit: Keeps financial records structured, easily accessible, and backed up securely.
How It Works:
The system monitors Gmail for new emails with invoice attachments.
It detects PDF, CSV, XLS, and other invoice formats and retains them in binary format for processing.
If the file isn’t an invoice, a Slack alert is sent for manual review.
Benefit: Ensures that all invoices are captured without manual email scanning and flags unrecognized files for review.
Step 1: Automated Invoice Retrieval & File Processing
Step 4: Monthly Financial Summary Report
How It Works:
On the first of every month, the system compiles invoice data from Google Sheets into a detailed financial report, including:
Total Invoices Processed
Total Spend & Breakdown of Paid vs. Unpaid Amounts
Top Vendors by Spend
Top Expense Categories
The report is formatted in an HTML email and automatically sent to key recipients.
Benefit: Provides a clear, data-driven financial overview every month—without manual effort.
