FinanceFREE

n8n + AI: Auto-Extract the invoice data from Every Expense and Log It to Google Sheets

This n8n + AI recipe watches for when a new expense row is added and reads the PDF and extracts vendor, amount, due date and line items. The result: invoice data captured with zero manual typing, completely hands-off.

difficulty Intermediatesetup 25 minresult Invoice data captured with zero manual typing—
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  1. 1

    Trigger when a new expense row is added

    A Google Sheets Trigger starts the workflow the moment a new expense row is added.

  2. 2

    Hand it to the AI agent

    An AI Agent node running Claude reads the PDF and extracts vendor, amount, due date and line items. The prompt is pre-written and scoped to this one job so results stay consistent.

  3. 3

    Deliver the extraction

    The result is saved to Google Sheets — instantly, no clicks needed.

  4. 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

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.

How much does the AI part cost to run?

Pennies. Each run sends a small amount of text to the model, so most teams spend a few dollars a month even at hundreds of runs. You set the model and can cap volume in n8n, so costs never surprise you.

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About this recipe. Recipes on FlowRecipesHub are written for business owners, not developers, and are tested before publishing — how recipes get made. Some ingredient links are affiliate links that cost you nothing — full disclosure.