# Automate expense tracking from Gmail to Airtable with OpenAI: n8n workflow

> Started by an arriving email, and works across Airtable and Gmail. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/automate-expense-tracking-from-gmail-to-airtable-with-openai (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)

# Automate expense tracking from Gmail to Airtable with OpenAI

Started by an arriving email, and works across Airtable and Gmail. It hands the judgement calls to OpenAI. 6 steps: small enough to read in one sitting and change without fear.

Small Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-expense-tracking-from-gmail-to-airtable-with-openai)

**6 steps** Small: readable in one sitting

**0** Branches: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 3 Model 2 Service 1

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

- 1 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 2 **IDFC** Gmail trigger *Starts it*
- 3 **Axis** Gmail trigger *Starts it*
- 4 **ICIC** Gmail trigger *Starts it*
- 5 **Information Extractor** Information Extractor *Model*
- 6 **Airtable** Airtable *Service*

## How it's built

- **Starts on:** An arriving email
- **Steps:** 6
- **Size:** Small: readable in one sitting
- **Connects to:** Airtable, Gmail
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Airtable and Gmail accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an arriving email.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Not long. At 6 steps it can be read in one sitting and changed without fear.

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 6 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%2Fautomate-expense-tracking-from-gmail-to-airtable-with-openai)
- **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.

[Airtable](https://millionrounds.com/workflows?service=Airtable#library)[Gmail](https://millionrounds.com/workflows?service=Gmail#library)

## Workflows like it

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

- [**Generate client proposals from call transcripts** 6 steps · calls a model · Airtable, Google Drive](https://millionrounds.com/workflow/generate-client-proposals-from-call-transcripts)
- [**Generate client-ready proposal slides with OpenAI** 6 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/generate-client-ready-proposal-slides-with-openai)
- [**Generate daily business digest with Notion and Gmail** 6 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/generate-daily-business-digest-with-notion-and-gmail)
- [**Send Stripe expired charge recovery reminders with OpenAI** 6 steps · calls a model · Gmail, Stripe](https://millionrounds.com/workflow/send-stripe-expired-charge-recovery-reminders-with-openai)
- [**Automate payment tracking with Google Sheets and ClickUp** 6 steps · ClickUp, Gmail](https://millionrounds.com/workflow/automate-payment-tracking-with-google-sheets-and-clickup)
- [**Automate quote request processing with Tally and Airtable** 6 steps · Airtable, Gmail](https://millionrounds.com/workflow/automate-quote-request-processing-with-tally-and-airtable)