AI-Powered Financial Document Processing with Google Gemini
This comprehensive workflow automates the complete financial document processing pipeline using AI. Upload invoices via chat, drop expense receipts into a folder, or add bank statements - the system automatically extracts, categorizes, and organizes all your financial data into structured Google Sheets.
What this workflow does
Processes three types of financial documents automatically:
- Invoice Processing: Upload PDF invoices through a chat interface and get structured data extraction with automatic file organization
- Expense Management: Monitor a Google Drive folder for new receipts and automatically categorize expenses using AI
- Bank Statement Processing: Extract and organize transaction data from bank statements with multi-transaction support
- Financial Analysis: Query all your financial data using natural language with an AI agent
Key Features
- Multi-AI Persona System: Four specialized AI personas (Mark, Donna, Victor, Andrew) handle different financial functions
- Google Gemini Integration: Advanced document understanding and data extraction from PDFs
- Smart Expense Categorization: Automatic classification into 17 business expense categories using LLM
- Real-time Monitoring: Continuous folder watching for new documents with automatic processing
- Natural Language Queries: Ask questions about your financial data in plain English
- Automatic File Management: Intelligent file naming and organization in Google Drive
- Comprehensive Error Handling: Robust processing that continues even when individual documents fail
How it works
Invoice Processing Flow
- User uploads PDF invoice via chat interface
- File is saved to Google Drive "Invoices" folder
- Google Gemini extracts structured data (vendor, amounts, line items, dates)
- Data is parsed and saved to "Invoice Records" Google Sheet
- File is renamed as "{Vendor Name} - {Invoice Number}"
- Confirmation message sent to user
Expense Processing Flow
- User drops receipt PDF into "Expense Receipts" Google Drive folder
- System detects new file within 1 minute
- Google Gemini extracts expense data (merchant, amount, payment method)
- OpenRouter LLM categorizes expense into appropriate business category
- All data saved to "Expenses Recording" Google Sheet
Bank Statement Processing Flow
- User uploads bank statement to "Bank Statements" folder
- Google Gemini extracts multiple transactions from statement
- Custom JavaScript parser handles various bank formats
- Individual transactions saved to "Bank Transactions Record" Google Sheet
Financial Analysis
- Enable the analysis trigger when needed
- Ask questions in natural language about your financial data
- AI agent accesses all three spreadsheets to provide insights
- Get reports, summaries, and trend analysis
What you need to set up
Required APIs and Credentials
- Google Drive API - For file storage and monitoring
- Google Sheets API - For data storage and retrieval
- Google Gemini API - For document processing and data extraction
- OpenRouter API - For expense categorization (supports multiple LLM providers)
Google Drive Folder Structure
Create these folders in your Google Drive:
- "Invoices" - Processed invoice storage
- "Expense Receipts" - Drop zone for expense receipts (monitored)
- "Bank Statements" - Drop zone for bank statements (monitored)
Google Sheets Setup
Create three spreadsheets with these column headers:
Invoice Records Sheet:
Vendor Name, Invoice Number, Invoice Date, Due Date, Total Amount, VAT Amount, Line Item Description, Quantity, Unit Price, Total Price
Expenses Recording Sheet:
Merchant Name, Transaction Date, Total Amount, Tax Amount, Payment Method, Line Item Description, Quantity, Unit Price, Total Price, Category
Bank Transactions Record Sheet:
Transaction ID, Date, Description/Payee, Debit (-), Credit (+), Currency, Running Balance, Notes/Category
Use Cases
- Small Business Accounting: Automate invoice and expense tracking for bookkeeping
- Freelancer Financial Management: Organize client invoices and business expenses
- Corporate Expense Management: Streamline employee expense report processing
- Financial Data Analysis: Generate insights from historical financial data
- Bank Reconciliation: Automate transaction recording and account reconciliation
- Tax Preparation: Maintain organized records with proper categorization
Technical Highlights
- Expense Categories: 17 predefined business expense categories (Cost of Goods Sold, Marketing, Payroll, etc.)
- Multi-format Support: Handles various PDF layouts and bank statement formats
- Scalable Processing: Processes multiple documents simultaneously
- Error Recovery: Continues processing even when individual documents fail
- Natural Language Interface: No technical knowledge required for financial queries
- Real-time Processing: Documents processed within minutes of upload
Benefits
- Time Savings: Eliminates manual data entry from financial documents
- Accuracy: AI-powered extraction reduces human error
- Organization: Automatic file naming and categorization
- Insights: Query financial data using natural language
- Compliance: Maintains organized records for accounting and audit purposes
- Scalability: Handles growing document volumes without additional overhead
This workflow transforms tedious financial document processing into an automated, intelligent system that grows with your business needs.