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    Finance & Accounting Workflows

    Financial management and accounting

    • Automated Invoice Payment Tracking with OCR, Cloud AI, Slack & Notion DB

      # How it Works This workflow automates Invoice & Payment tracking (with Approvals) across Notion and Slack. - **Ingest** - You drop invoices/receipts (PDF/IMG/JSON) into the flow. - **Extract** - OCR + parsing pulls out key fields (invoice no, vendor, currency, totals, receipt paid amount/date). - **De-dup & Match** - We canonicalize vendor + invoice_no and search Notion: - Primary match: Invoice No (+ optional Currency / Vendor (Canon)). - Fallback: uses document Amount Total and dates. - **Decide the action** - **create_unpaid** - new invoice (no payment). - **create_paid** - new invoice fully paid (unverified). - **create_partial** - new invoice with a first partial payment. - **update_partial** - add a partial to an existing invoice. - **update_mark_paid** - mark existing invoice paid in full. - **manual_review** - currency mismatch / overpayment / ambiguous. - **archive** - push to archive logs (from manual review). - **Slack approvals (one-click)** - A message shows previous paid, this receipt, new total, and Approve buttons (links to a Wait for Webhook resumeUrl). Reviewer picks: Approve Partial / Mark Paid / Manual Review / Archive. - **Notion updates** - We only write editable fields: Paid Amount (number), Status (select), Last Payment Date (date). - Formulas (e.g., Amount Total, Amount Due) recompute automatically. - Receipts are saved in a Receipts DB and related back to the invoice. - **Notifications & duplicates** - If duplicates are detected, Slack posts a simple list with clickable invoice names. - **Archiving** - From Manual Review, Archive goes straight to Archived Invoice DB (and optional Archived Source File DB) as a log entry - no pre-checks needed. # Set up Steps Prerequisites 1. Notion DB 2. 4 Slack Channels (**Invoice Input**, **Notification**, **Manual Review**, **Duplicate Alert (Optional)**) 3. AI Model (We use **Claude 3.5 Haiku**, Feel free to use the Latest Model) 4. OCR Parsing (We Used **ocr.space**, Feel Free to Change into any OCR Parsing you have) - **Create Notion DBs:** - **Invoice DB**: Title `Invoice No`; Number `Paid Amount` (editable); Select `Status`; Dates (`Issue/Due/Last Payment Date`); Formulas: - `Amount Total = round(Subtotal - Discount Amount + Tax Total, 2)` - `Amount Due = max(0, round(Amount Total - Paid Amount, 2))` - **Receipts DB**: `Invoice No`, `Vendor`, `Paid Amount` (number), `Currency` (select), `Paid Date` (date), `Receipt No`, `Source URL`; Relation to Invoice. - **Archived Invoice DB**: `Invoice No`, `Vendor`, `Reason`, `Source URL`, `Original Page ID`, `Archived At` (date). - *(Optional)* Source File / Archived Source File DBs. - Share all DBs with your Notion integration (*Add connections*). - **Add credentials in n8n:** Notion (integration token) and Slack (bot token). Invite the bot to your channel. - **Import the workflow/template:** Set each Notion node's **Database ID** and each Slack node's **Channel/Credential**. - **Map updates:** In the Invoice **Update Page** node, map **Paid Amount**, **Status**, **Last Payment Date**. In **Create Receipt**, map `Invoice` relation + receipt fields. - **Test:** Run with a sample invoice/receipt → click a Slack button → verify Invoice/Receipt updates in Notion → try Archive from Manual Review.

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  1. Automate Expense Tracking with Telegram and Google Sheets

    Streamline your expense tracking by sending messages to a Telegram bot, which uses AI to parse and log expenses into Google Sheets. Perfect for freelancers and small business owners.

    n8nFree

  2. Automate Invoice Data Extraction from Google Drive to Google Sheets with Dumpling AI

    Streamline your invoice processing by automatically extracting data from Google Drive PDFs and saving it to Google Sheets using Dumpling AI. This workflow reduces manual entry errors and saves time for finance teams.

    n8nFree

  3. Automated AI Stock Analysis and Email Reporting

    Leverage AI to perform comprehensive stock analysis and deliver detailed reports via email, using Danelfin scoring and Supabase for data retrieval.

    n8nFree

  4. Automate Invoice and Receipt Data Extraction to Google Sheets

    Streamline your bookkeeping by automatically extracting invoice and receipt data using Gemini OCR and saving it to Google Sheets from sources like Google Drive, Gmail, and Telegram.

    n8nFree

  5. Extract & Categorize Receipt Data with Google OCR, OpenRouter AI & Telegram

    Effortlessly track your expenses with **MoneyMate**, an n8n workflow that transforms receipts into organized financial insights. Upload a photo or text via **Telegram**, and let **MoneyMate** extract key details—store info, transaction dates, items, and totals—using **Google Vision OCR** and **AI-powered** parsing via **OpenRouter**. It categorizes expenses (e.g., **Food & Beverages**, **Transport**, **Household**) and delivers a clean, emoji-rich summary back to your **Telegram** chat. Handles zero-total errors with a friendly nudge to double-check inputs. Perfect for freelancers, small business owners, or anyone seeking hassle-free expense management. No database required, ensuring **privacy** and simplicity. Deploy **MoneyMate** and take control of your finances today! ## Key Features - **Telegram Integration:** Input via photo or text, receive summaries instantly. - **Receipt Scanning:** Converts receipt images to text using **Google Vision API**. - **AI Parsing:** Categorizes transactions with **OpenRouter's AI** analysis. - **Privacy-First:** Processes data on-the-fly without storage. - **Smart Error Handling:** Catches zero totals with user-friendly prompts. - **Flexible Categories:** Supports **Income/Expense** and custom expense types. ## Ideal For - **Budget-conscious individuals** managing personal finances. - **Entrepreneurs** tracking business expenses. - **Teams** needing quick, automated expense reporting. ## Pre-Requirements - **[n8n Instance](https://n8n.partnerlinks.io/khaisastudio):** A running n8n instance (cloud or self-hosted). - **Credentials:** - **Telegram:** A bot token and webhook setup (obtained via BotFather). For more information, please refer to [Telegram bots creation](https://core.telegram.org/bots/tutorial). - **Google Cloud:** A service account with **Google Vision API** enabled and API key. For more information, please refer to [Google Cloud Vision](https://cloud.google.com/use-cases/ocr). - **OpenRouter:** An account with API access for AI language model usage. - **Telegram Bot:** A configured **Telegram** bot to receive inputs and send summaries. ## Setup Instructions - **Import Workflow:** Copy the **MoneyMate** workflow JSON and import it into your n8n instance using the Import Workflow option. - **Set Up Telegram Bot:** Create a bot via BotFather on **Telegram** to get a token and set up a webhook. For detailed steps, refer to [n8n's Telegram setup guide](https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.telegram/). - **Configure Credentials:** - In the **Telegram Trigger**, **Send Error Message**, and **Send Expense Summary** nodes, add **Telegram API** credentials with your bot token. - In the **Get Telegram File** and **Download Image** nodes, ensure **Telegram API** credentials are linked. - In the **Google Vision OCR** node, add **Google Cloud** credentials with **Google Vision API** access. - In the **OpenRouter AI Model** node, set up **OpenRouter API** credentials. - **Test the Workflow:** Send a test receipt photo or text (e.g., Lunch 50,000 IDR) via **Telegram** and verify the summary in your chat. - **Activate:** Enable the workflow in n8n to run automatically for each input. ## Customization Options - **Add Categories:** Modify the **AI Categorizer** node to include new expense types (e.g., **Entertainment**). - **Change Output Format:** Adjust the **Format Summary Message** node to include more details like taxes or payment methods. - **Switch AI Model:** In the **OpenRouter AI Model** node, select a different **OpenRouter** model for better parsing. - **Store Data:** Add a **Google Sheets** node after **Parse Receipt Data** to save expense records. - **Enhance Errors:** Include an email notification node after **Check Invalid Input** for failed inputs. ## Why Choose MoneyMate? Save time, reduce manual entry, and gain clarity on your spending with **MoneyMate's AI-driven** workflow. Ready to streamline your finances? Get **MoneyMate** now! *Made by: [khmuhtadin](khmuhtadin.com)* Need a custom? Contact me on **[LinkedIn](https://www.linkedin.com/in/khmuhtadin/)** or **[Web](khmuhtadin.com)**

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  6. Automate Real-time QuickBooks Invoice Sync to Google Sheets

    # This n8n template from [Intuz](https://www.intuz.com/) provides a complete and automated solution for real-time financial reporting. It instantly syncs new QuickBooks invoices to Google Sheets, using specific invoice data or keywords as triggers to ensure your financial records are always accurate and up-to-date. It uses a webhook to capture every new or updated invoice and logs the essential details into a designated Google Sheet. Perfect for creating custom reports, data backups, or a real-time dashboard of your accounts receivable. ## Use Cases - **Financial Reporting:** Create a simple, shareable Google Sheet for team members who don't have QuickBooks access. - **Data Backup:** Maintain a secure, independent log of all your invoices outside of the QuickBooks ecosystem. - **Custom Dashboards:** Use the Google Sheet as a data source for tools like Google Data Studio or Grafana to build custom financial dashboards. - **Auditing:** Easily track the history and status of all invoices in a simple, searchable spreadsheet format. ## How it Works **1. Instant Webhook Trigger:** The workflow activates the moment an invoice is created or updated in QuickBooks. The QuickBooks webhook sends a notification to n8n, kicking off the process in real time. **2. Fetch Full Invoice Details:** The initial webhook notification only contains the invoice ID. This node uses that ID to make a call back to the QuickBooks API and retrieve the complete invoice data, including customer name, due date, and more. **3. Format Key Data:** A simple Code node cleans up the data fetched from QuickBooks. It extracts only the fields you need—ID, Domain, Customer Name, and Due Date—and structures them perfectly for the next step. **4. Append or Update in Google Sheets:** The final node connects to your Google Sheet and uses the powerful Append or Update operation. - If the ID of the invoice doesn't exist in the sheet, it adds a new row. - If the ID already exists, it updates the existing row with the latest information. This ensures your Google Sheet is always a perfect mirror of your QuickBooks invoice data, preventing duplicates and keeping everything current. ## Setup Instructions For this workflow to run successfully, follow these setup steps: **1. Credentials:** - QuickBooks: Connect your QuickBooks account credentials to n8n. - Google: Connect your Google account using OAuth2 credentials. Ensure the Google Sheets and Google Drive APIs are enabled. **2. QuickBooks Webhook Configuration:** - Activate the workflow. Copy the Production URL from the Webhook node. - In your Intuit Developer Portal, go to the webhooks section for your app. - Paste the URL and subscribe to Invoice events (e.g., Create, Update). **3. Google Sheet Setup:** - Create a Google Sheet for your invoice data. - Crucially, create the following headers in the first row of your sheet: - ID - Domain - Customer Name - Due Date **4. Node Configuration:** - In the Append or update row in sheet node, select your Google Sheet document and the specific sheet name from the dropdown lists. The columns should map automatically if you've set up the headers correctly. ## Connect with us - Website: https://www.intuz.com/services - Email: getstarted@intuz.com - LinkedIn: https://www.linkedin.com/company/intuz - Get Started: https://n8n.partnerlinks.io/intuz ## For Custom Workflow Automation Click here - [Get Started](https://www.intuz.com/get-started)

    n8nFree

  7. Automated Invoice Processing System with OCR & AI - AP Automation with Airtable

    # Video Introduction [![image.png](fileId:1519)](https://www.youtube.com/watch?v=rfu4MSvtpAw) # Invoice Processing Automation This template is the automation behind a simple incoming invoice automation tool (AP automation) built in Airtable. Link to the Airtable base, and all other tools used, is in the notes on the left of the automation. ## How it works See how it works on video: [Full Video Walkthrough](https://www.youtube.com/watch?v=rfu4MSvtpAw) 1) We get an email with an invoice attachment: ![image.png](fileId:1384) 2) Processes and adds the data to an Airtable interface: ![image.png](fileId:1385) 3) Once we approve it and the Due date approaches, it shows among Due invoices, where we can track if it's paid. ###### Looking for customization or a custom business app? [Book a Call](https://smoothwork.ai/book-a-call/) | [DM me on LinkedIn](https://www.linkedin.com/in/mil%C3%A1n-v%C3%A1s%C3%A1rhelyi-3a9985123/)

    n8nFree

  8. Automate Expense Tracking via WhatsApp with Multi-Input Support

    Transform WhatsApp into a powerful finance assistant that logs expenses through text, images, and audio, providing instant financial summaries without the need for additional apps.

    n8nFree

  9. Automate Invoice Payment Reminders Using Google Sheets and Gmail

    Streamline your invoicing process by automatically sending payment reminders for due or overdue invoices using Google Sheets and Gmail.

    n8nFree

  10. Automate Invoice Detection and Payment Reminders via Gmail and Google Tasks

    Streamline your invoice management by automatically detecting invoices in Gmail and creating payment reminders in Google Tasks using AI.

    n8nFree

  11. Automate Multi-Period Financial Reporting with AI from Google Sheets

    This workflow automates the generation of financial reports by comparing revenue and expenses across different periods using data from Google Sheets. It leverages AI for in-depth analysis and summarization, providing valuable insights for business reporting.

    n8nFree

  12. Automate Invoice Processing with Mistral OCR and OpenAI GP-4o-mini

    Streamline your invoice management by leveraging Mistral's OCR and OpenAI's GP-4o-mini for precise data extraction and structuring.

    n8nFree

  13. Invoice Verification and Validation with Gmail, Drive, Sheets, and OCR AI

    ### **Description (Full, User-Centric & Sales-Driven):** Tired of manually verifying purchase order invoices every single day? This **plug-and-play n8n automation template** saves your accounts team hours of work by automatically downloading, storing, extracting, and validating invoice data against your master item sheet - all without human intervention. Perfect for **SMEs, startups, procurement teams, and accounts departments**, this automation handles **PO invoice verification** from **email to final validation** with 99% accuracy. --- ### **What This Automation Does End-to-End:** **Invoice Retrieval & Organization:** - Runs **Monday to Saturday, 8 hours/day** - Reads **invoices from specific vendor email(s)** (e.g., `abc@company.com`) - Extracts the **invoice date from the email subject** - Automatically **creates month & day-wise folders** in Google Drive - Uploads each invoice PDF into its respective folder **AI + OCR Data Extraction & Validation:** - Uses **OCR** to extract item data (name, quantity, rate, HSN, etc.) from each invoice PDF - Converts messy PDF data into clean structured format using **AI Agent Model** - Stores the data into a dedicated Google Sheet: **Store Invoice Data** **Invoice vs. Master Data Validation:** - Automatically fetches a second Google Sheet: **Store Master Data** - Compares each invoice item **line-by-line** with the master sheet: - Checks for **Item Code, Name, Price** mismatches - Calculates **price differences** and **total loss/gain per invoice** - Marks each line as **Matched / Mismatched** with notes **Final Reporting:** - Sends an **automated summary email** once all invoices are processed - Alerts if any mismatches found, allowing for early intervention --- ### **Example Output:** Check how data is validated in real time: - [Store Invoice Data Sheet](https://docs.google.com/spreadsheets/d/1QRHs6lRAZ95u9KirjUSqtdYxfYfCH_N_Uh80O_gm1Q/edit?usp=sharing) - [Store Master Data Sheet](https://docs.google.com/spreadsheets/d/1xRQ-WtNjNGtkgNwnhjmXddDQq9n_gpXe5it2aBfZPI/edit?usp=sharing) --- ### **Who Is This For?** - Accounts & Finance Teams - Procurement Departments - Growing Startups with Vendors - ERP/Automation Enthusiasts - Anyone tired of **manually checking vendor bills** --- ### **What You'll Get:** - Ready-to-import n8n workflow (JSON) - Setup Guide (PDF or Notion link) - Sample Google Sheet template - Email + Google Drive + OCR setup guide - AI Agent configuration tips - BONUS: Customization support (optional)

    n8nFree

  14. Automate Invoice Data Extraction and Storage with LlamaParse and OpenAI

    This n8n workflow automates the extraction of data from PDF invoices using LlamaParse and OpenAI, saving time and reducing errors in financial processes.

    n8nFree

  15. Automate Expense Tracking from Telegram Receipts Using Tesseract and LLaMA

    Streamline your expense tracking by automatically extracting and categorizing receipt details from Telegram messages using Tesseract for OCR and LLaMA for AI analysis.

    n8nFree

  16. Automate Accounting Reports from Sabre EDI Using AI and Vector Databases

    This workflow automates the extraction and processing of EDI files from Sabre to generate structured accounting reports using AI and vector databases. It leverages OpenAI's GPT-4 for natural language processing and Pinecone for semantic data retrieval.

    n8nFree

  17. Automate QuickBooks Customers & Sales Receipts Generation from a Google Sheet

    # This n8n template from [Intuz](https://www.intuz.com/) provides a complete and automated solution to streamline your sales and accounting process. Simply add new transaction details to a designated Google Sheet, and this workflow takes over. Using specific status keywords in a column to trigger the process, it automatically creates new customer profiles and generates sales receipts in QuickBooks. This creates a complete, end-to-end system from a simple spreadsheet entry to a formal accounting record, eliminating manual data entry. ## How it works This workflow streamlines the process of recording sales from a Google Sheet into QuickBooks Online, intelligently handling both new and existing customers. **1. Trigger on New Row:** The workflow starts automatically whenever a new row is added to your specified Google Sheet. **2. Check for Existing Customer:** It takes the customer's name from the new row and searches your QuickBooks account to see if a customer with that DisplayName already exists. **3. Conditional Logic (IF Node):** Based on the search result, the workflow splits into two paths: - If Customer Exists (True Path): The workflow proceeds directly to create a Sales Receipt, linking it to the existing customer's ID found in the search. - If Customer Does Not Exist (False Path): The workflow first creates a new customer in QuickBooks using the name and email from the sheet. It then uses the ID of this newly created customer to generate the corresponding Sales Receipt. ### How to Use: Quick Start Guide 1. Prepare your Google Sheet: Make sure you have a Google Sheet with clear headers for your sales data. The template is configured for the following columns: CustomerName, Email, Amount, and Quantity. 2. Import the Template: Click the Use Template button to import the workflow into your n8n instance. 3. Configure Google Sheet Node: - Enter the Spreadsheet ID from your Google Sheets URL. - Enter the Sheet Name where your sales data is located (e.g., Sheet1). 4. Configure the QuickBooks Nodes: - Select your QuickBooks Online credential or create a new one for the Search for Customer, Create Receipt for EXISTING Customer, Create New Customer, and Create Receipt for NEW Customer nodes. - Important: In both Create Receipt nodes, you must provide a valid Product/Service ID from your QuickBooks account. Find this in the node parameters under Line > Sales Item Line Detail > Item Ref > Value. 5. Activate the Workflow: Save your changes and activate the workflow. Now, every new row you add to the Google Sheet will automatically create the necessary records in QuickBooks. #### Key Requirements to Use Template - An active n8n instance. - A Google account with a prepared Google Sheet. - A QuickBooks Online account. - A QuickBooks Developer account to obtain the API credentials needed to connect to n8n. - At least one Product or Service item set up in your QuickBooks account to be referenced in the sales receipts. ## Connect with us - Website: https://www.intuz.com/services - Email: getstarted@intuz.com - LinkedIn: https://www.linkedin.com/company/intuz - Get Started: https://n8n.partnerlinks.io/intuz ## For Custom Workflow Automation Click here - [Get Started](https://www.intuz.com/get-started)

    n8nFree

  18. Automated Invoice Processing and Approval with AI and Telegram Integration

    This workflow automates the extraction, validation, and approval of invoice data using AI and integrates with Telegram for notifications. It streamlines the processing of invoices from multiple sources and ensures compliance with business rules.

    n8nFree

  19. Automate Invoice Parsing and Storage with LlamaParse and Airtable

    Streamline your invoice processing by automatically parsing invoices from Google Drive using LlamaParse and storing the data in Airtable. This workflow reduces manual entry errors and enhances operational efficiency.

    n8nFree

  20. Automate Expense Management with AI and Multi-Cloud Storage

    Streamline your expense processing by automating receipt categorization, data extraction with AI, and storage in Google Drive and S3. This workflow also sends email notifications and integrates with accounting systems.

    n8nFree

  21. Automate Expense Tracking from LINE Messages to Google Sheets Using GPT-4

    This workflow automates the process of logging expenses from LINE messages into Google Sheets using GPT-4. It handles both text and image inputs, extracting relevant data and ensuring no duplicate entries.

    n8nFree

  22. List invoices in Excel

    Automatically retrieve all invoices with invoice line details for a specific period of time (default is once per month at the beginning of the month) in an Excel spreadsheet. Creator: mollie@wemakefuture.com.

    MakeFree

  23. Automate Invoice Processing from Email to PostgreSQL with AI and Discord Alerts

    Streamline your invoice processing by automatically extracting data from email attachments, storing it in a PostgreSQL database, and receiving instant notifications via Discord.

    n8nFree
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