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Extract and Organize Receipt Data for Expense Tracking with VLM Run and Google

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Created by: Shahrear || shahrear

Shahrear

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Last update 2 months ago

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This workflow contains community nodes that are only compatible with the self-hosted version of n8n.

Transform your expense tracking with automated AI receipt processing that extracts data and organizes it instantly.

What this workflow does

  1. Monitors Google Drive for new receipt uploads (images/PDFs)
  2. Downloads and processes files automatically
  3. Extracts key data using VLM Run community node (merchant, amount, currency, date)
  4. Saves structured data to Google Sheets for easy tracking

Setup

Prerequisites: Google Drive/Sheets accounts, VLM Run API credentials, n8n instance.

You need to install VLM Run community node. To install Community nodes you need to follow steps, Settings -> Community Nodes -> Install -> Search with name @vlm-run/n8n-nodes-vlmrun

Quick Setup:

  1. Configure Google Drive OAuth2 and create receipt upload folder
  2. Add VLM Run API credentials
  3. Create Google Sheets with columns: Customer, Merchant, Amount, Currency, Date
  4. Update folder/sheet IDs in workflow nodes
  5. Test and activate

How to customize this workflow to your needs

Extend functionality by:

  • Adding expense categories and approval workflows
  • Connecting to accounting software (QuickBooks, Xero)
  • Including Slack notifications for processed receipts
  • Adding data validation and duplicate detection

This workflow transforms manual receipt processing into an automated system that saves hours while improving accuracy.