Automate Receipt Logging: Google Drive to Sheets via Gemini AI

Transform your receipt management from tedious manual data entry into a fully automated system that processes receipt images and PDFs directly from Google Drive into organized spreadsheet data using Gemini AI's powerful OCR capabilities.

What this workflow does

This intelligent automation continuously monitors your designated Google Drive folder for new receipt uploads. When receipts are detected, the workflow automatically downloads each file and sends it to Google's Gemini AI API for advanced OCR processing. Gemini extracts critical financial data including date, store name, total amount, tax, payment method, and expense category, returning everything as structured JSON. The parsed data is instantly appended to your Google Sheets spreadsheet with proper formatting, while processed files are automatically moved to a separate "processed" folder. The workflow intelligently loops through multiple receipts until your entire batch is complete.

Use cases

• Freelance expense tracking: Automatically log business receipts from client meetings, equipment purchases, and travel expenses
• Small business accounting: Streamline bookkeeping by converting receipt photos into categorized spreadsheet entries
• Tax preparation: Build organized expense records throughout the year without manual sorting
• Corporate expense management: Process employee receipt submissions at scale with consistent data extraction

Technical details

Built with essential n8n nodes including Google Drive integration for file monitoring and management, HTTP Request nodes for Gemini AI API communication, Google Sheets connector for data output, plus IF conditions, Code nodes, Wait functionality, and Sticky Notes for workflow organization. The system requires Google account access, a free Gemini API key from Google AI Studio, and basic folder setup in Google Drive.

Perfect for freelancers, small business owners, and accountants seeking to eliminate manual receipt data entry while maintaining accurate financial records. The workflow includes customizable OCR prompts and adjustable polling intervals to match your specific business needs.