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WhatsApp expense tracker with multi-input (text, image & audio)

Roshan RamaniRoshan Ramani
1173 views
2/3/2026
TrelloWebhookIntegrationAutomationProductivity
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Description

CashMate – Your AI-Powered WhatsApp Finance Agent
Turn WhatsApp into a smart finance assistant that auto-registers you, logs transactions in natural language, extracts data from receipts and voice notes, and delivers instant report summaries—no apps, no charts, just lightning-fast insights in chat.

Who is this for?

  • Personal finance enthusiasts wanting effortless expense tracking
  • Freelancers & solopreneurs juggling multiple incomes and expenses
  • Small business owners needing quick bookkeeping on the go
  • Busy professionals who prefer messaging over apps
  • Privacy-minded users who host data on their own PostgreSQL

What problem does this solve?

  • Zero onboarding friction: Just send "Hi"—no forms, no sign-ups
  • No app switching: Track everything right inside WhatsApp
  • Manual entry eliminated: Natural-language, image, and voice input all auto-parsed
  • Instant summaries: On-demand report requests—no dashboards to navigate

How it works

Auto-Registration

  • New users: "Hi" → Creates your profile in PostgreSQL
  • Returning users: Bypasses creation if your number already exists

Intent Classification routes every message into one of five branches:

Reports & Summaries

  • Triggers on keywords like "today's report," "show May vs June," or "summary."
  • Returns concise text summary of income, expenses, and net balance.

Natural-Language Transactions

  • Messages like "Give 200 to Mukesh for car repair" → AI extracts date, category, amount, payee → logs it.

Receipt OCR

  • Attach a receipt image → Gemini OCR node reads line-items → AI categorizes and logs.

Voice-Driven Logging

  • Send a voice note → Deepgram node transcribes → AI logs transaction.

General Chat & Greetings

  • "Hi," "Hello," or casual finance questions → Routed to chat branch for greetings or tips.

Setup

Prerequisites

  • n8n instance (self-hosted or n8n.cloud, v1.0+)
  • WhatsApp Business Cloud API credentials
  • PostgreSQL database (host, port, user, password)
  • OpenRouter/OpenAI API key for NLP
  • Gemini API key for OCR
  • Deepgram API key for voice transcription

Quick Start

  1. Import CashMate.n8n.json into n8n.
  2. Rename nodes to suit your environment.
  3. Configure Credentials in n8n's Credentials section—avoid hard-coding keys.
  4. Activate workflow and message "Hi" from WhatsApp.
  5. Test by sending a sample expense text, image receipt, or voice note.

> Note: All detailed setup instructions and deep configuration steps are provided in the sticky notes within the template.

How to Customize

  • Categories & Currencies: Edit parsing logic in the Function nodes.
  • AI Models: Swap OpenAI/OpenRouter for GPT-4, Claude, or self-hosted alternatives.
  • Multi-User Support: Extend registration logic to tag team or family accounts.
  • Additional Features: Add budget alerts, multi-currency support, or bank integrations via Plaid.

Example Interactions

1. Text Transaction

User: 300 given to James for the coffee  
CashMate: ✅ Transaction Added:
   • Date:          2025-06-24  
   • Category:      Coffee & Beverages  
   • Type:          Expense  
   • Amount:        ₹300.00  
   • Counterparty:  James

2. Receipt Image (OCR)

User: [sends image of café bill totaling ₹450]  
CashMate: ✅ Transaction Added:
   • Date:          2025-06-24  
   • Category:      Coffee & Beverages  
   • Type:          Expense  
   • Amount:        ₹450.00  
   • Counterparty:  Café Aroma

3. Voice Transaction

User: [voice note: "Paid 650 rupees for office stationery"]  
CashMate: ✅ Transaction Added:
   • Date:          2025-06-24  
   • Category:      Office Supplies  
   • Type:          Expense  
   • Amount:        ₹650.00  
   • Counterparty:  (none)

WhatsApp Expense Tracker with Multi-Input (Text, Image, Audio)

This n8n workflow simplifies expense tracking by allowing users to submit expenses via WhatsApp using various input types: text, images (receipts), and audio messages. It leverages AI to extract expense details, stores them in a PostgreSQL database, and provides a robust, multi-modal interface for users.

What it does

  1. Listens for WhatsApp Messages: Triggers upon receiving any message (text, image, or audio) on a configured WhatsApp Business Cloud account.
  2. Handles Media Messages:
    • If an image or audio is received, it downloads the media from WhatsApp.
    • Audio messages are converted to text using an AI agent (OpenAI Chat Model with Code Tool for transcription).
    • Image messages (receipts) are processed by an AI agent (OpenAI Chat Model with Code Tool) to extract expense details like amount, category, and description.
  3. Processes Text Messages:
    • Directly uses the text content for AI processing.
  4. Extracts Expense Details with AI: An AI Agent, powered by an OpenAI Chat Model and equipped with a Calculator and Code Tool, analyzes the message content (text from user, transcribed audio, or extracted from image) to identify and structure expense information (amount, category, description).
  5. Validates and Stores Data:
    • Uses a "Switch" node to route based on whether the AI successfully extracted expense details.
    • If details are extracted, it inserts the expense into a PostgreSQL database.
    • If no details are found or the extraction fails, it sends an appropriate message back to the user.
  6. Confirms or Guides User: Sends a WhatsApp message back to the user, either confirming the successful expense entry or asking for more information if the AI couldn't parse the request.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance.
  • WhatsApp Business Cloud Account: Configured with a webhook pointing to your n8n instance.
  • OpenAI API Key: For the AI Agent (OpenAI Chat Model, Code Tool for transcription and data extraction).
  • PostgreSQL Database: A PostgreSQL database configured to store expense records.
  • n8n Credentials:
    • WhatsApp Business Cloud API credentials.
    • OpenAI API credentials.
    • PostgreSQL database credentials.

Setup/Usage

  1. Import the workflow: Download the JSON and import it into your n8n instance.
  2. Configure WhatsApp Trigger:
    • Set up your WhatsApp Business Cloud credentials.
    • Ensure the webhook URL from the WhatsApp Trigger node is configured in your WhatsApp Business Cloud application settings.
  3. Configure OpenAI Credentials:
    • Add your OpenAI API key to the "OpenAI Chat Model" node's credentials.
  4. Configure PostgreSQL Credentials:
    • Add your PostgreSQL database credentials to the "Postgres" node.
    • Ensure your database has a table structured to store expenses (e.g., expenses table with columns for amount, category, description, timestamp, user_id).
  5. Adjust AI Agent Logic (Optional):
    • Review the prompts and tools within the "AI Agent" node to fine-tune expense extraction logic if needed. The "Code Tool" likely contains custom logic for processing images/audio and structuring the output.
    • The "Structured Output Parser" defines the expected JSON format for the extracted expense data.
  6. Activate the workflow: Once configured, activate the workflow.

Now, users can send messages to your WhatsApp Business number with their expenses, and the workflow will automatically process and record them.

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