# AAAS: AI Accounts Assistant for Invoices, GST & Reminders: n8n workflow

> Started by an event in a connected app, and works across Google Drive, Google Sheets and Telegram.

Source: https://millionrounds.com/workflow/aaas-ai-accounts-assistant-for-invoices-gst-and-reminders (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Money admin](https://millionrounds.com/workflows?category=Money+admin#library)

# AAAS: AI Accounts Assistant for Invoices, GST & Reminders

Started by an event in a connected app, and works across Google Drive, Google Sheets and Telegram. 19 steps, 1 branch: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Faaas-ai-accounts-assistant-for-invoices-gst-and-reminders)

**19 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 1 Logic 8 Service 10

The steps in the order they run, from what starts it.

- 1 **Google Drive Trigger** Google Drive trigger *Starts it*
- 2 **Download Invoice File** Google Drive *Service*
- 3 **Convert to Base64** Code *Logic*
- 4 **AI Invoice Extraction** Http Request *Service*
- 5 **Parse AI Response** Code *Logic*
- 6 **Validate Fields** Code *Logic*
- 7 **Is Valid?** If *Logic*
- 8 **Read Invoices Sheet** Google Sheets *Service*
- 9 **Move to Failed Folder** Google Drive *Service*
- 10 **Check Duplicate** Code *Logic*
- 11 **Log Error to Sheet** Google Sheets *Service*
- 12 **Get Row Count** Google Sheets *Service*
- 13 **Format Error Message** Code *Logic*
- 14 **Generate Record ID** Code *Logic*
- 15 **Telegram Error Alert** Telegram *Service*
- 16 **Append to Invoices Sheet** Google Sheets *Service*
- 17 **Move to Processed Folder** Google Drive *Service*
- 18 **Format Success Message** Code *Logic*
- 19 **Telegram Success Alert** Telegram *Service*

## How it's built

- **Starts on:** An event in a connected app
- **Steps:** 19, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Google Drive, Google Sheets, Telegram
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Google Drive, Google Sheets and Telegram accounts. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an event in a connected app.

Does it use AI?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Plan an afternoon. 19 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 19 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Faaas-ai-accounts-assistant-for-invoices-gst-and-reminders)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Google Drive](https://millionrounds.com/workflows?service=Google+Drive#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Telegram](https://millionrounds.com/workflows?service=Telegram#library)

## Workflows like it

Also money admin, with the same services where possible, closest in size first.

- [**Automate payment gateway & database transaction reconciliation** 19 steps · Email, Google Sheets](https://millionrounds.com/workflow/automate-payment-gateway-and-database-transaction-reconcilia)
- [**Automated event management with Typeform and Stripe** 19 steps · Gmail, Google Calendar](https://millionrounds.com/workflow/automated-event-management-with-typeform-and-stripe)
- [**Monitor bank transactions with Google Sheets and Slack** 19 steps · Email, Google Sheets](https://millionrounds.com/workflow/monitor-bank-transactions-with-google-sheets-and-slack)
- [**Analyze invoices from Google Drive with Gemini and OpenAI** 19 steps · calls a model · Google Drive, Google Sheets](https://millionrounds.com/workflow/analyze-invoices-from-google-drive-with-gemini-and-openai)
- [**Automate personalized Upwork proposals with OpenAI** 19 steps · calls a model · Google Docs, Google Drive](https://millionrounds.com/workflow/automate-personalized-upwork-proposals-with-openai)
- [**Process scanned invoices with Google Drive and OCR** 19 steps · calls a model · Google Drive, Google Sheets](https://millionrounds.com/workflow/process-scanned-invoices-with-google-drive-and-ocr)