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AI-powered receipt and expense tracker with Telegram, Google Sheets & OpenAI

Khairul MuhtadinKhairul Muhtadin
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2/3/2026
Cloud StorageAWSS3AutomationBucket Creation
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Automatically capture, categorize, and log expenses from receipts, PDFs, voice notes, or text — powered by AI and integrated with Telegram and Google Sheets.

🧑‍💼 Who is this for?

Small business owners, freelancers, digital nomads, and finance professionals who want to eliminate manual expense tracking and automate financial data entry through chat, AI, and cloud tools.

❓ What problem is this workflow solving?

Manually managing receipts and tracking expenses across various formats (paper, PDF, or voice) is time-consuming and error-prone. This workflow automates that entire process—OCR, categorization, validation, and reporting—so your finances stay organized with zero manual effort.

📦 What You Get

  • ✅ Complete Smart_Money_Manager.json n8n workflow
  • 📄 API credential setup guide
  • 📈 Google Sheets sample template
  • 🛠️ AI prompt customization examples
  • 🧪 Troubleshooting & error handling logic
  • 📺 Bonus video tutorial (if provided)
  • 💬 Telegram support from the developer

⚙️ What this workflow does

🎯 Triggers

  • Runs on Telegram message (text, image, voice note, PDF)
  • Smart inline menu to select income or expense tracking

🧠 Processing

  • Auto-detects content type (photo, PDF, voice note, or text)
  • Transcribes voice using OpenAI Whisper
  • Extracts data from images using Google Vision OCR
  • Parses PDFs via LlamaIndex
  • Uses OpenAI GPT-4 for intelligent expense categorization and validation
  • Categorizes by income/expense, with subcategories like Food, Transport, etc.
  • Parses currency and performs logic validation on totals

📊 Logging

  • Automatically appends categorized transaction data into Google Sheets
  • Adds details like date, merchant, item list, payment method, etc.
  • Saves both income and expenses with conditional Google Sheet routing

💬 Notifications

  • Sends detailed transaction summaries via Telegram
  • Warns users of errors or invalid inputs with friendly retry guidance
  • Voice-command friendly for hands-free logging

🔧 How to customize this workflow to your needs

  • 🧾 Add custom expense types — edit categorization prompts in the GPT node
  • 🌎 Enable multi-language or multi-currency support by modifying AI prompts
  • 🗂️ Route to different Google Sheets by user ID, business unit, or project
  • 📣 Expand to other platforms — Add Slack or email notifications
  • 🔍 Enhance validation with stricter logic for budgets, tax codes, or policy rules

🚀 Setup Instructions

Requirements:

  • n8n instance (Cloud or self-hosted) (Cloud or self-hosted)
  • Telegram Bot API credentials
  • Google Cloud (Vision API)
  • OpenAI API key
  • LlamaIndex API key
  • Google Sheets API
  • Redis (optional, for session memory)

Step-by-step:

  1. Import workflow.json into your n8n instance
  2. Configure credentials for all services: Telegram, OpenAI, Google, Redis
  3. Set up your Google Sheets with defined columns
  4. Modify AI prompts (optional) for categories and business rules
  5. Test by sending a receipt photo, PDF invoice, or voice note to your bot
  6. Monitor output in Google Sheets and Telegram summaries

🧩 Nodes Used

  • Telegram Trigger + Chat Node (bot interaction and input selection)
  • Switch/IF nodes (content-type routing and condition checking)
  • OpenAI Whisper & GPT-4 (voice transcription and categorization)
  • Google Vision OCR (receipt image processing)
  • LlamaIndex PDF API (PDF parsing and extraction)
  • Google Sheets Append (expense logging and formatting)
  • Redis (session and state tracking)
  • Custom JS nodes (data transformation and formatting)

Made by: Khaisa Studio
Tag: youtube, summarizer, telegram, openai
Category: AI Automation, Video Tools Need a custom? Contact Me

💸 Take control of your finances with zero manual work. Let Smart Money Manager handle the receipts, so you can focus on growing your business.

AI-Powered Receipt and Expense Tracker with Telegram, Google Sheets & OpenAI

This n8n workflow automates the process of tracking expenses by allowing users to submit receipt images via Telegram. It leverages AI (OpenAI) to extract information from the receipts, categorizes the expense, and then logs the details into a Google Sheet. It also includes a mechanism to handle invalid receipt submissions and provides feedback to the user.

What it does

  1. Listens for Telegram Messages: The workflow is triggered by incoming messages to a configured Telegram bot.
  2. Filters for Images: It checks if the incoming Telegram message contains an image. If not, it sends a message back to the user asking for an image.
  3. Extracts Text from Image (via HTTP Request): If an image is present, it sends the image URL to an external API (likely a receipt OCR service, though the specific service isn't explicitly named in the JSON, it's an HTTP Request node).
  4. Parses Receipt Data with OpenAI: The extracted text from the receipt is then sent to OpenAI's language model (via a LangChain Basic LLM Chain and OpenRouter Chat Model) to parse and structure the expense details such as merchant, total amount, and date.
  5. Categorizes Expense with OpenAI: OpenAI is also used to categorize the expense based on the parsed details.
  6. Formats Data: The extracted and categorized data is formatted into a structured JSON object.
  7. Saves to Google Sheets: The structured expense data is appended as a new row in a specified Google Sheet.
  8. Confirms via Telegram: A confirmation message is sent back to the user on Telegram, summarizing the recorded expense.
  9. Handles Errors: If the receipt parsing fails or is deemed invalid by OpenAI, an appropriate error message is sent back to the user via Telegram.
  10. Manages User State (Redis): It appears to use Redis to store and retrieve user-specific information (e.g., chat ID) to ensure correct communication.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance.
  • Telegram Bot Token: A Telegram bot configured and its API token.
  • OpenAI API Key: An API key for OpenAI (or a compatible service accessible via OpenRouter).
  • OpenRouter API Key: An API key for OpenRouter if using their chat models.
  • Google Account: A Google account with access to Google Sheets.
  • Google Sheet: A specific Google Sheet set up to store expense data (with columns matching the expected output, e.g., Date, Merchant, Amount, Category).
  • Redis Instance: A Redis server for storing temporary user data.
  • OCR Service Endpoint: An external API endpoint for Optical Character Recognition (OCR) to extract text from receipt images. (The HTTP Request node implies this, but the specific service is not defined in the JSON).

Setup/Usage

  1. Import the Workflow: Import the provided JSON into your n8n instance.
  2. Configure Credentials:
    • Telegram: Set up a Telegram credential using your bot token.
    • OpenAI/OpenRouter: Configure your OpenAI/OpenRouter credentials.
    • Google Sheets: Set up a Google Sheets credential to access your target spreadsheet.
    • Redis: Configure your Redis credential.
  3. Configure Nodes:
    • Telegram Trigger (Node 50): Ensure it's listening for messages from your Telegram bot.
    • HTTP Request (Node 19): Update the URL and any necessary authentication for your chosen OCR service to extract text from images.
    • Basic LLM Chain (Node 1123) and OpenRouter Chat Model (Node 1281): Review and adjust the prompts and model parameters as needed for optimal receipt parsing and categorization.
    • Structured Output Parser (Node 1179): Ensure the schema matches the expected output format for your expense data.
    • Edit Fields (Set) (Node 38): Verify the fields being set and their expressions to correctly map the parsed data.
    • Google Sheets (Node 18): Specify the Spreadsheet ID and Sheet Name where expenses should be logged. Ensure column names match the data being sent.
    • Telegram (Node 49): Update the chat ID if it's not dynamically retrieved, and customize the success/failure messages.
    • Redis (Node 33): Verify the keys and operations for storing/retrieving user chat IDs.
  4. Activate the Workflow: Once all credentials and nodes are configured, activate the workflow.
  5. Use the Bot: Send receipt images to your Telegram bot to start tracking expenses.

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