n8n + AI: Auto-Categorize the expense from Every Invoice
This n8n + AI recipe watches for when an invoice PDF arrives by email and reads it and assigns the right accounting category. The result: expenses categorized the moment they land, completely hands-off.
- 1
Trigger when an invoice PDF arrives by email
A
Gmail Triggerstarts the workflow the moment an invoice PDF arrives by email. - 2
Hand it to the AI agent
An
AI Agentnode running OpenAI reads it and assigns the right accounting category. The prompt is pre-written and scoped to this one job so results stay consistent. - 3
Deliver the category
The result is saved to Google Sheets — instantly, no clicks needed.
- 4
Add a safety net (optional)
Insert an
IF/human-approval step before anything is published or emailed, so you stay in control until you trust the output.
Frequently asked questions
Can I trust the AI to get the category right?
The prompt is tightly scoped to one job and you can add a human-approval step in n8n before anything is sent or published. Start with review-mode for a week, and once you trust the output, switch it to fully automatic.
Does this need n8n Cloud or can I self-host?
Either works. The workflow is a standard n8n export, so you can run it on n8n Cloud or on your own self-hosted instance — you only connect your own app credentials.
How do I import the workflow into n8n?
Download the JSON, then in n8n open a new workflow, choose ⋯ → Import from file, and select it. Every trigger, node and connection appears on the canvas; you just add your credentials and activate it.
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