Manage Personal Data with Multiple GPT-4o AI Agents: Gmail, Tasks & Finance on Telegram

Overview

Automate your personal productivity with this intelligent n8n workflow that integrates Telegram, Google Sheets, and OpenAI (GPT-4o). This system uses multiple AI agents to manage work hours, tasks, finances, and emails—all through natural language commands sent via Telegram. Every action is synced to Google Sheets for persistent, structured data storage.

What This Template Does

This automation system deploys several specialized AI agents:

• 📊 Work Hours Analyzer: Analyzes work logs from Google Sheets, calculates total hours by workplace, and generates detailed monthly reports in Arabic.
• 🛠️ Work Tracking Agent: Handles start/end work commands, calculates total hours, and updates Google Sheets.
• 📋 Task Manager Agent: Manages to-do lists—adding, listing, updating, completing, and deleting tasks—with real-time sync to Google Sheets.
• 💰 Finance Agent: Tracks income and expenses in multiple currencies, summarizes daily financial activity, and maintains a full transaction history.
• 📧 Email Analysis Agent: Processes incoming Gmail messages, generates AI-powered summaries in Arabic with priority, sentiment, and recommended actions.
• 📅 Monthly Report Generator: Automatically triggers at the start of each month to compile a professional PDF report of work hours and sends it to a Telegram topic.

Prerequisites & Setup

Required Accounts & API Keys

Before setup, ensure you have:

1. Telegram Bot Token – from @BotFather
2. OpenAI API Key – with access to gpt-4o-mini or gpt-3.5-turbo
3. Google Sheets API – OAuth2 credentials enabled
4. Gmail Account (Optional) – for email analysis
5. n8n Instance – self-hosted or cloud

Google Sheets Structure

Create a Google Sheet with the following sheets and columns:

Sheet: work

• Date
• start at
• end at
• place
• note
• Total hours

Sheet: task

• Task
• Status
• Created At
• Due Date
• Notes

Sheet: Expenses

• id
• Amount
• Currency
• Note
• Type (debit/credit)
• Date
• Time

Sheet: email

• name
• email

Step-by-Step Setup

Step 1: Import the Workflow

1. In n8n, go to Workflows > Import from file
2. Upload the JSON template
3. Open the canvas and verify all nodes are connected

Step 2: Configure Credentials

1. Telegram: Add your bot token under "Telegram account"
2. OpenAI: Enter your API key in "OpenAi account"
3. Google Sheets: Connect using OAuth2 under "Google Sheets account"
4. Gmail (Optional): Set up if using email analysis

Step 3: Link Google Sheets

1. Share your Google Sheet with the service account email (if using service account)
2. Copy the Document ID from the sheet URL
3. Update all Google Sheets nodes with the correct sheet names and IDs
4. Ensure column names match exactly

Step 4: Set Up Telegram

1. Start a chat with your bot
2. Use /start to initialize
3. Ensure chatId and message_thread_id in Telegram nodes match your group/topic
4. Test sending a message like "Start work at the factory"

Step 5: Test the Agents

Try these sample commands via Telegram:

• "Start work at the factory" → Logs start time
• "Finished work" → Logs end time and calculates hours
• "Add task: pay the bill" → Adds a new task
• "How much did I spend today?" → Shows today’s expenses
• "Send last month's report" → Triggers monthly PDF report (on the first of the month)

Key Features

Smart Work Tracking

• Automatic time calculation
• Query by date, place, or period
• Real-time Google Sheets sync

Task Management

• Add, list, update, complete, delete tasks
• Friendly, conversational responses
• Daily summaries of completed and upcoming tasks

Financial Tracking

• Supports multiple currencies (JOD, USD, ILS, etc.)
• Daily income/expense summaries
• Full transaction history
• Arabic-language responses

Email Intelligence

• AI-powered email summaries
• Priority, sentiment, and action recommendations
• Plain-text output in Arabic
• No JSON or code blocks

Automated Monthly Reports

• Triggered on the 1st of each month
• Generates detailed work hour reports by workplace
• Outputs clean, formatted PDF
• Sends directly to Telegram topic

Customization Options

Modify AI Prompts

Edit the systemMessage in any AI agent node to:

• Change tone (formal, friendly, concise)
• Add new response formats
• Support additional commands or languages

Extend Functionality

• Add daily reminders using Schedule Trigger
• Implement budget alerts when expenses exceed a threshold
• Add weekly summaries for tasks or work hours
• Support multi-currency conversion

Enhance Telegram Interaction

• Add inline buttons for quick actions
• Create shortcuts like /work, /tasks, /finance
• Use message_thread_id to organize topics

Troubleshooting

Benefits

✅ Full automation with minimal user input
📱 Control everything from Telegram
📊 Data stored securely in Google Sheets
📄 Professional PDF reports generated automatically
💬 Natural, friendly Arabic responses
🔁 Seamless sync across all components

This template transforms personal productivity by combining AI intelligence with powerful automation—turning simple Telegram messages into structured data, actionable insights, and professional reports.