Track invoice spending vs budget from Google Drive with GPT-4o and Telegram alerts

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Last update 8 months ago

Invoice Budget Tracker

Drop invoices to Google Drive and let AI handle the rest - OCR extraction, automatic categorization, budget tracking, and Telegram alerts when spending reaches thresholds.

✨ Key Features

📄 Invoice OCR - Extracts data from PDF/image invoices automatically
🤖 AI Categorization - Detects document type (skips contracts, delivery acts) and categorizes real invoices
💰 Budget Tracking - Set monthly budgets per category, track spending in real-time
🔔 Smart Alerts - Get notified when category spending reaches 80%+ of budget
📁 Auto-Organization - Files renamed and sorted into monthly folders
🔄 Deduplication - SHA256 hash prevents duplicate processing
📈 Scheduled Reports - Weekly progress (Fridays) and monthly summaries (10th)
💬 Telegram Control - Manage budgets via natural language chat

🎯 How It Works

Drop invoice to Google Drive watched folder:
- PDF invoices
- Image scans (JPG, PNG)
AI processes automatically (hourly):
- OCR extracts text via Ainoflow
- AI detects if it's actually an invoice (skips contracts, receipts, etc.)
- Extracts: vendor, amount, date, invoice number
- Categorizes based on service provided
- Checks for duplicates
Get organized:
- File renamed: [2026-01-15] - Vendor (INV-123, 150.00 EUR).pdf
- Moved to monthly folder: /Invoices/2026-01/
- Budget updated, alerts sent if threshold reached
Manage budgets via Telegram:
- "Set budget Software 500"
- "Show budgets"
- "Budget status"

📋 Expense Categories

Software, Marketing, Travel, Office, Professional Services, Infrastructure, Vehicle, Other

🔧 Setup Requirements

Google Drive — OAuth setup for file operations
Telegram Bot — Create bot for notifications and budget management
OpenRouter — Get API key for AI processing
Ainoflow — Sign up for OCR and JSON storage

🏗️ Workflow Architecture

Section	Description
Document Processing	Hourly scan → OCR → AI categorization → Budget tracking → File organization
Budget Management	Telegram bot for budget CRUD via AI Agent with MCP storage
Weekly Report	Friday summary of current month progress
Monthly Report	10th of month detailed report for previous month
Data Reset	Manual trigger to delete all invoice data (requires approval)

💬 Usage Examples

Invoice Processing

📄 Drop "invoice_aws.pdf" to /Invoices/
→ ✅ AWS | 150.00 EUR | Software
→ File: [2026-01-15] - AWS (INV-2026-01, 150.00 EUR).pdf
→ Moved to: /Invoices/2026-01/

📄 Drop "contract.pdf" to /Invoices/
→ ⚠️ Skipped: This is a service agreement, not an invoice
→ File renamed: [REVIEW] - contract.pdf

Budget Management (Telegram)

"Set budget Software 500"
→ ✅ Budget set: Software - €500/month

"Show budgets"
→ 📋 Monthly Budgets:
   • Software: €500
   • Marketing: €1000
   Total: €1500/month

"Budget status"
→ 📊 January 2026:
   • Software: €150/€500 (30%) ✅
   • Marketing: €850/€1000 (85%) ⚠️

Scheduled Reports

📅 Weekly (Friday):
→ 📊 Week Summary:
   Processed: 12 invoices
   Total: €2,450
   Top: Software €800, Marketing €650

📅 Monthly (10th):
→ 📈 January 2026 Report:
   Total: €4,200 (28 invoices)
   [████████░░] Software 80%
   [██████░░░░] Marketing 60%

📦 Data Storage

Invoices stored in Ainoflow JSON Storage by month (key = SHA256 hash):

{
  "vendor": "Amazon Web Services",
  "vendor_normalized": "AWS",
  "amount": 150.00,
  "currency": "EUR",
  "date": "2026-01-15",
  "invoice_number": "INV-2026-01",
  "category": "Software",
  "file_id": "1BxiMVs0XRA5nFMd...",
  "processed_at": "2026-01-15T10:30:00Z"
}

⚠️ Important Notes

Run /start first - Registers your chat_id, locks bot to you
Document type detection - Contracts, delivery acts, receipts are skipped automatically
Budget alerts at 80% - Only triggers if budget is set for category
Duplicates detected - Same file won't be processed twice (SHA256 hash)
Data Reset is permanent - Requires manual approval
Single currency - All invoices assumed same currency (no conversion)

🛠️ Customization

Processing Thresholds

Edit WorkflowConfig node:

alert_threshold - Budget alert % (default: 0.8)
review_prefix - Failed files prefix (default: "[REVIEW] - ")
duplicate_prefix - Duplicate prefix (default: "[DUPLICATE] - ")

AI Models

Swap OpenRouter models in Gpt4oCategorizer and Gpt4oBudgetAgent nodes

💼 Need Customization?

Want to adapt this template for your business? Custom integrations, multi-user support, or enterprise deployment?

Contact us at Ainova Systems - We build AI automation solutions for businesses.

Tags: google-drive, invoice-processing, budget-tracking, ai-agent, ocr, telegram, openrouter, mcp-tools, business-automation