# Log email receipt data to Google Sheets with Gmail and OpenAI: n8n workflow

> Started by a clock, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/log-email-receipt-data-to-google-sheets-with-gmail-and-opena (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)

# Log email receipt data to Google Sheets with Gmail and OpenAI

Started by a clock, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI. 22 steps, 4 branches: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Flog-email-receipt-data-to-google-sheets-with-gmail-and-opena)

**22 steps** Large: read it before trusting it with anything live

**4** Branches: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 2 Model 4 Logic 10 Service 6

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

- 1 **Receipt arrives (Gmail)** Gmail trigger *Starts it*
- 2 **1st of the month, 8am** Schedule trigger *Starts it*
- 3 **OpenAI model (bring your own key)** Lm Chat Open Ai *Model*
- 4 **Force clean JSON output** Output Parser Structured *Model*
- 5 **⚙️ Your settings** Set *Logic*
- 6 **Extract fields (AI)** Chain Llm *Model*
- 7 **Receipt or monthly summary?** If *Logic*
- 8 **Found an amount and a merchant?** If *Logic*
- 9 **Read what is already logged** Google Sheets *Service*
- 10 **Read the full ledger** Google Sheets *Service*
- 11 **Build the ledger row** Set *Logic*
- 12 **Tell me a receipt could not be read** Gmail *Service*
- 13 **Keep only the new receipts** Code *Logic*
- 14 **Total last month by category** Code *Logic*
- 15 **Append to the expense ledger** Google Sheets *Service*
- 16 **PDF or photo?** Switch *Logic*
- 17 **Email the monthly summary** Gmail *Service*
- 18 **Extract text from PDF** Extract From File *Service*
- 19 **Transcribe photo with AI vision** Open Ai *Model*
- 20 **Any text in the PDF?** If *Logic*
- 21 **Normalize (photo path)** Set *Logic*
- 22 **Normalize (PDF path)** Set *Logic*

## How it's built

- **Starts on:** A clock
- **Steps:** 22, with 4 branches
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Google Sheets
- **Model:** OpenAI

## Questions

What does it need to run?

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

What starts it?

It starts on a clock.

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?

Take your time. At 22 steps it is large: read it before trusting it with anything live.

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 22 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%2Flog-email-receipt-data-to-google-sheets-with-gmail-and-opena)
- **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.

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

## Workflows like it

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

- [**Extract and organize Colombian invoices with Gmail and OpenAI** 22 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/extract-and-organize-colombian-invoices-with-gmail-and-opena)
- [**Extract invoice data from Gmail PDFs** 22 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/extract-invoice-data-from-gmail-pdfs)
- [**Follow up on overdue invoices with OpenAI and Gmail** 22 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/follow-up-on-overdue-invoices-with-openai-and-gmail)
- [**Process and validate invoices from Gmail and forms with OpenAI** 22 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/process-and-validate-invoices-from-gmail-and-forms-with-open)
- [**Process emailed PDF invoices into QuickBooks bills with OpenAI** 22 steps · calls a model · Gmail](https://millionrounds.com/workflow/process-emailed-pdf-invoices-into-quickbooks-bills-with-open)
- [**WhatsApp AI Agent with Payments and CRM** 22 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/whatsapp-ai-agent-with-payments-and-crm)