# Monitor budget variance with Google Sheets and Gemini: n8n workflow

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

Source: https://millionrounds.com/workflow/monitor-budget-variance-with-google-sheets-and-gemini (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Alerts and monitoring](https://millionrounds.com/workflows?category=Alerts+and+monitoring#library)

# Monitor budget variance with Google Sheets and Gemini

Started by a clock, and works across Gmail, Google Sheets and Slack. It hands the judgement calls to Gemini. 15 steps, 1 branch: a working afternoon to understand properly.

Medium Calls a model: Gemini

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fmonitor-budget-variance-with-google-sheets-and-gemini)

**15 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 Model 1 Logic 8 Service 5

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

- 1 **Daily Budget Monitoring Trigger** Schedule trigger *Starts it*
- 2 **Retrieve Budget Data** Google Sheets *Service*
- 3 **Retrieve Actual Spend Data** Google Sheets *Service*
- 4 **Merge Budget and Spend Records** Merge *Logic*
- 5 **Calculate Budget Variance** Code *Logic*
- 6 **Add Status & Context Details** Set *Logic*
- 7 **AI-Based Budget Analysis** Google Gemini *Model*
- 8 **Extract AI Insights** Code *Logic*
- 9 **Check Variance Alert Condition** If *Logic*
- 10 **Send Budget Alert to Slack** Slack *Service*
- 11 **Set No-Alert Status** Set *Logic*
- 12 **Mark Alert as Sent** Set *Logic*
- 13 **Prepare Final Report Data** Set *Logic*
- 14 **Store Final Report in Google Sheets** Google Sheets *Service*
- 15 **Send Daily Budget Email Report** Gmail *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 15, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Sheets, Slack
- **Model:** Gemini

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Sheets and Slack accounts, and a key for Gemini. 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 Gemini. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 15 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 15 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%2Fmonitor-budget-variance-with-google-sheets-and-gemini)
- **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)[Slack](https://millionrounds.com/workflows?service=Slack#library)

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Also alerts and monitoring, with the same services where possible, closest in size first.

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