Gtaras
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Templates by Gtaras
Financial document extraction from Gmail to Google Sheets
Overview Manual financial reconciliation is tedious and prone to error. This workflow functions as an AI Financial Controller, automatically monitoring your inbox for invoices, receipts, and bills, extracting the data using OCR, and syncing it to Google Sheets for approval. Unlike simple scrapers, this workflow uses a "Guardrail" AI agent to filter out non-financial emails (like newsletters) before they are processed, ensuring only actual transactions are recorded. Who is it for? Finance Teams: To automate the collection of vendor invoices. Freelancers: To track expenses and receipts for tax season. Operations Managers: To monitor budget spend and categorize costs automatically. How it works Ingest: The workflow watches a specific Gmail label (e.g., "INBOX") for new emails. Guardrail: A Gemini-powered AI agent analyzes the email text to determine if it is a valid financial transaction. If not, the workflow stops. Extraction (OCR): If an attachment exists: An AI Agent (GPT-4o) extracts data from the PDF. If no attachment: An AI Agent extracts data directly from the email body. Validation: Code nodes check for missing fields or invalid amounts. Business Logic: The system automatically assigns General Ledger (GL) categories (e.g., "Uber" -> "Travel") and sets approval statuses based on amount thresholds. Sync: Validated data is logged to Google Sheets, and a confirmation email is sent. Errors are logged to a separate error sheet. How to set up Google Sheets: Copy this Google Sheet template to your drive. It contains the necessary tabs (Invoices, Error Logs, Success Metrics). Configure Workflow: Open the node named "Configuration: User Settings". Paste your Google Sheet ID (found in the URL of your new sheet). Enter the Admin Email address where you want to receive error notifications. Credentials: Connect your Gmail account. Connect your Google Sheets account. Connect your OpenAI (for OCR) and Google Gemini/PaLM (for Guardrails) accounts. Requirements n8n version 1.0 or higher. Gmail account. OpenAI API Key. Google Gemini (PaLM) API Key.
By GtarasAutomate hotel booking requests from Gmail to Google Sheets with GPT-5-mini
Who’s it for This workflow is for hotel managers, travel agencies, and hospitality teams who receive booking requests via email. It eliminates the need for manual data entry by automatically parsing emails and attachments, assigning booking cases to the right teams, and tracking performance metrics. What it does This workflow goes beyond simple automation by including enterprise-grade logic and security: 🛡️ Gatekeeper: Watches your Gmail and filters irrelevant emails before spending money on AI tokens. 🧠 AI Brain: Uses OpenAI (GPT-5-mini) to extract structured data from unstructured email bodies and PDF attachments. ⚖️ Business Logic: Automatically routes tasks to different teams based on urgency, room count, and VIP status. 🔒 Security: Catches PII (like credit card numbers) and scrubs them before they hit your database. 🚨 Safety Net: If anything breaks, a dedicated error handling path logs the issue immediately so no booking is lost. 📈 ROI Tracking: Calculates the time saved per booking to prove the value of automation. How to set up Create your Google Sheet: Create a new sheet and rename the tabs to: Cases, Team Assignments, Error Logs, Success Metrics. Add Credentials: Go to n8n Settings → Credentials and add your Gmail (OAuth2), Google Sheets, and OpenAI API keys. Configure User Settings: Open the "Configuration: User Settings" node at the start of the workflow. Paste your specific Google Sheet ID and Admin Email there. Adjust Business Rules: Open the "Apply Business Rules" node (Code node) to adjust the logic for team assignment (e.g., defining what counts as a "VIP" booking). Customize Templates: Modify the email templates in the Gmail nodes to match your hotel's branding. Test: Send a sample booking email to yourself to verify the filters and data extraction. Setup requirements Gmail account (OAuth2 connected) Google Sheets (with the 4 tabs listed below) OpenAI API key (GPT-5-mini recommended) n8n Cloud or self-hosted instance How to customize Filter Booking Emails: Update the trigger node keywords to match your specific email subjects (e.g., "Reservation", "Booking Request"). Apply Business Rules: Edit the Javascript in the Code node to fit your company’s internal logic (e.g., changing priority thresholds). New Metrics: Add new columns in the Google Sheet (e.g., “Revenue Metrics”) and map them in the "Update Sheet" node. AI Model: Switch to GPT-5 if you need higher reasoning capabilities for complex PDF layouts. Google Sheets Structure Description This workflow uses a Google Sheets document with four main tabs to track and manage hotel booking requests. Cases This is the main data log for all incoming booking requests. case_id: Unique identifier generated by the workflow. processed_date: Timestamp when the workflow processed the booking. travelagency / contactdetails: Extracted from the email. numberofrooms / checkindate: Booking details parsed by the AI. special_requests: Optional notes (e.g., airport transfer). assigned_team / priority: Automatically set based on business rules. daysuntilcheckin: Dynamic field showing urgency. Team Assignments Stores internal routing and assignment details. timestamp: When the case was routed. case_id: Link to the corresponding record in the Cases tab. assignedteam / teamemail: Which department handles this request. priority: Auto-set based on room count or urgency. Error Log A critical audit trail that captures details about any failed processing steps. errortype: Categorization of the failure (e.g., MISSINGREQUIRED_FIELDS). error_message: Detailed technical explanation for debugging. original_sender / snippet: Context to help you manually process the request if needed. Success Metrics Tracks the results of your automation to prove its value. processingtimeseconds: The time savings achieved by the automation (run time vs. human time). record_updated: Confirmation that the database was updated. 🙋 Support If you encounter any issues during setup or have questions about customization, please reach out to our dedicated support email: foivosautomationhelp@gmail.com
By GtarasExpense logging with Telegram and Google Sheets
Weekly Summaries and Budget Alerts Who’s it for This workflow is perfect for individuals who want a simple expense tracker without needing a full app. If you already use Telegram daily, this makes it effortless to log purchases, track spending, and stay accountable to your budget. How it works / What it does Send an expense in Telegram using the format /spent 5 lunch. n8n parses the message and appends the entry to Google Sheets. Every Sunday at 11:00, the workflow sends a weekly expense summary to Telegram. If you exceed your weekly budget (default €100), you’ll instantly get a budget warning alert. Optionally, the sheet can be cleared weekly to start fresh. How to set up Create a Telegram bot with BotFather, copy the token, and get your Chat ID via getUpdates. Make a copy of the provided Google Sheets template and connect your Google credentials in n8n. Replace <YOURCHATID> and <YOURSHEETID> placeholders in the workflow. Adjust the budget threshold in the “Check Weekly Budget” node if needed. Activate the workflow and test with a sample expense. Requirements What to do A Telegram bot (free, via BotFather). Google Sheets with n8n OAuth2 credentials. An n8n instance (self-hosted or cloud). How to customize the workflow Change the budget threshold in the Code node. Update the summary schedule in the Schedule Trigger node. Expand the Google Sheet with more categories or details. Personalize the Telegram messages to fit your style.
By GtarasMonitor Google Maps reviews with sentiment analysis & RAG agent using Pinecone
Analyze and Sync Google Maps Reviews to Pinecone > Note: This template requires an Apify account, an OpenAI account, and a Pinecone database. Overview This workflow automates your reputation management by scraping Google Maps reviews, analyzing their sentiment using AI, and storing them in a Vector Database (Pinecone). It also includes a RAG (Retrieval-Augmented Generation) agent that allows you to chat with your review data via Telegram to ask specific questions about customer feedback. How it works Scrape: At a scheduled time (or manually), the workflow triggers an Apify actor to scrape the latest reviews from a specific Google Maps URL. Analyze: It uses GPT-4o to analyze the sentiment of the reviews and generates a summary of complaints and praises. Notify: A Telegram message is sent with the sentiment score and a summary of the latest reviews. Store: The review data is embedded and upserted into a Pinecone Vector Store. Chat (RAG): You can send messages to a Telegram bot to query the database (e.g., "What are people saying about our coffee?"). The AI retrieves relevant reviews from Pinecone to answer your question. Cleanup: A weekly schedule cleans up the namespace to ensure data freshness (optional). How to set up Apify: Create an account and subscribe to the Google Maps Reviews Scraper actor. Set up your Apify credentials in n8n. OpenAI: Set up your OpenAI credentials in n8n. Pinecone: Create an Index in Pinecone. Set up your Pinecone credentials in n8n. Telegram: Create a new bot via BotFather to get your Token and Chat ID. Set up your Telegram credentials in n8n. Configure the Workflow Open the ⚠️ CONFIGURATION nodes. Paste your telegramchatid. Paste the Maps_url of the business you want to monitor. Define your pinecone_namespace. HTTP Node Configuration In the "Empty Namespace" node, update the URL to match your Pinecone Index Host and add your Pinecone API Key in the header or use credentials. 🙋 Support If you encounter any issues during setup or have questions about customization, please reach out to our dedicated support email: foivosautomationhelp@gmail.com
By Gtaras