{ "id": "4D3NONV7VkCOx2Rs", "meta": { "templateCredsSetupCompleted": true }, "name": "Inbox2Ledger", "tags": [ { "id": "F4Qszas4M5o8aEXt", "name": "Content Creation", "createdAt": "2026-01-12T08:09:51.754Z", "updatedAt": "2026-01-12T08:09:51.754Z" } ], "nodes": [ { "id": "3ba62e63-5a3d-4cbc-a110-833bb0199d98", "name": "Get Email Content", "type": "n8n-nodes-base.gmail", "position": [ -1472, 176 ], "parameters": { "simple": false, "filters": { "labelIds": [ "INBOX" ], "readStatus": "both", "receivedAfter": "={{ (() => {\n const d = new Date($json['Date till which you want your mails to be summarized']);\n d.setDate(d.getDate() - 1);\n return d.toISOString().split('T')[0] + 'T00:00:00';\n})() }}" }, "options": {}, "operation": "getAll", "returnAll": true }, "credentials": { "gmailOAuth2": { "name": "" } }, "typeVersion": 2.1 }, { "id": "44797303-c942-44ac-a083-a02d1ed6b360", "name": "Guardrail: Is Finance?", "type": "@n8n/n8n-nodes-langchain.guardrails", "position": [ -1152, 176 ], "parameters": { "text": "={{ $('Get Email Content').item.json.text }} and {{ $json.headers.subject }}", "guardrails": { "topicalAlignment": { "value": { "prompt": "=You are a financial controller AI. \n\nSCOPE:\n- The text MUST contain evidence of a financial transaction, invoice, receipt, or bill.\n- It is ON-TOPIC if it mentions payments, amounts owed, subscription renewals with prices, or attached invoices.\n- It is OFF-TOPIC if it is a newsletter, a marketing email without a specific transaction, or a personal conversation.", "threshold": 0.5 } } } }, "typeVersion": 1 }, { "id": "143a677b-1c72-4b0f-b5bc-bab4c0c3cd72", "name": "IF (Guardrail Passed)", "type": "n8n-nodes-base.if", "position": [ -800, 176 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "loose" }, "combinator": "and", "conditions": [ { "id": "check-aligned", "operator": { "type": "boolean", "operation": "false", "singleValue": true }, "leftValue": "={{ $json.checks.triggered }}", "rightValue": "" } ] }, "looseTypeValidation": true }, "typeVersion": 2.2 }, { "id": "6b7923e4-1b33-4154-8ce5-a93835dfa616", "name": "Filter Finance Keywords", "type": "n8n-nodes-base.filter", "position": [ -576, 176 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "or", "conditions": [ { "id": "filter-invoice", "operator": { "type": "string", "operation": "contains" }, "leftValue": "={{ $('Get Email Content').item.json.subject }}", "rightValue": "Invoice" }, { "id": "filter-receipt", "operator": { "type": "string", "operation": "contains" }, "leftValue": "={{ $('Get Email Content').item.json.subject }}", "rightValue": "Receipt" }, { "id": "filter-bill", "operator": { "type": "string", "operation": "contains" }, "leftValue": "={{ $('Get Email Content').item.json.subject }}", "rightValue": "Bill" }, { "id": "filter-payment", "operator": { "type": "string", "operation": "contains" }, "leftValue": "={{ $('Get Email Content').item.json.subject }}", "rightValue": "Payment Confirmation" }, { "id": "1468776a-505d-4693-a45d-6772b744e9b9", "operator": { "type": "string", "operation": "contains" }, "leftValue": "={{ $('Get Email Content').item.json.subject }}", "rightValue": "Payment" } ] } }, "typeVersion": 2.2 }, { "id": "9ae08dc6-847e-417f-b7f6-2f62675799ce", "name": "AI Agent (Email OCR)", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ -240, 176 ], "parameters": { "text": "={{ $('Get Email Content').item.json.text }}", "options": { "systemMessage": "=You are a Financial OCR Expert. Extract receipt data from the email body text.\n\nCRITICAL INSTRUCTIONS:\n1. Return ONLY a JSON object.\n2. Normalize dates to YYYY-MM-DD.\n3. Clean currency symbols from amounts (return numbers).\n\nREQUIRED JSON STRUCTURE:\n{\n \"vendor_name\": \"string\",\n \"invoice_date\": \"YYYY-MM-DD\",\n \"invoice_id\": \"string (or 'EMAIL-RECEIPT' if missing)\",\n \"total_amount\": number,\n \"tax_amount\": number,\n \"currency\": \"USD/EUR/GBP\",\n \"items_summary\": \"string (brief description)\",\n \"vendor_tax_id\": \"string or null\"\n}" }, "promptType": "define", "hasOutputParser": true }, "typeVersion": 1.9, "continueOnFail": true }, { "id": "81c5e6d4-a43b-442c-b6f7-f24502830cdc", "name": "Validate Extraction", "type": "n8n-nodes-base.code", "position": [ 112, 176 ], "parameters": { "mode": "runOnceForEachItem", "jsCode": "// Check if AI extraction succeeded\nif ($json.error) {\n\treturn {\n\t\tjson: {\n\t\t\terror_occurred: true,\n\t\t\terror_type: \"AI_EXTRACTION_FAILED\",\n\t\t\terror_message: $json.error.message || \"AI extraction failed\",\n\t\t\ttimestamp: new Date().toISOString()\n\t\t}\n\t};\n}\n\nlet data;\ntry {\n\tdata = typeof $json.output === 'string' ? JSON.parse($json.output) : $json.output;\n} catch (e) {\n\treturn {\n\t\tjson: {\n\t\t\terror_occurred: true,\n\t\t\terror_type: \"JSON_PARSE_ERROR\",\n\t\t\terror_message: e.message,\n\t\t\ttimestamp: new Date().toISOString()\n\t\t}\n\t};\n}\n\n// Validation Logic\nconst required = ['vendor_name', 'total_amount', 'invoice_date'];\nconst missing = required.filter(field => !data[field]);\n\nif (missing.length > 0) {\n\treturn {\n\t\tjson: {\n\t\t\terror_occurred: true,\n\t\t\terror_type: \"MISSING_FIELDS\",\n\t\t\terror_message: `Missing: ${missing.join(', ')}`,\n\t\t\textracted_data: data,\n\t\t\ttimestamp: new Date().toISOString()\n\t\t}\n\t};\n}\n\n// Amount Validation\nif (isNaN(parseFloat(data.total_amount))) {\n\treturn {\n\t\tjson: {\n\t\t\terror_occurred: true,\n\t\t\terror_type: \"INVALID_AMOUNT\",\n\t\t\terror_message: \"Total Amount is not a number\",\n\t\t\textracted_data: data,\n\t\t\ttimestamp: new Date().toISOString()\n\t\t}\n\t};\n}\n\nreturn {\n\tjson: {\n\t\terror_occurred: false,\n\t\tvalidated_data: data\n\t}\n};" }, "typeVersion": 2 }, { "id": "dc6ce290-b2d6-4ae9-9c34-1cb962b385a2", "name": "Check for Errors", "type": "n8n-nodes-base.if", "position": [ 336, 176 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "loose" }, "combinator": "and", "conditions": [ { "id": "check-error", "operator": { "type": "boolean", "operation": "false" }, "leftValue": "={{ $json.error_occurred }}", "rightValue": "" } ] }, "looseTypeValidation": true }, "typeVersion": 2.2 }, { "id": "4b8ddd2d-2fcd-47c1-aa13-95c1b6c09394", "name": "Apply Finance Rules", "type": "n8n-nodes-base.code", "position": [ 560, 176 ], "parameters": { "mode": "runOnceForEachItem", "jsCode": "const data = $json.validated_data || {};\n\n// Helper: normalize text\nconst norm = txt => (txt || \"\").toString().toLowerCase().trim();\n\n// Combine searchable text fields\nconst combinedText = [\n norm(data.vendor_name),\n norm(data.merchant_name),\n norm(data.description),\n norm(data.notes),\n norm(data.expense_type),\n].filter(Boolean).join(\" \");\n\n// Category rules (SIMPLE NAMES)\nconst CATEGORY_MAP = [\n { keys: [\"aws\", \"amazon\", \"amazon web services\", \"google cloud\", \"gcp\", \"digitalocean\", \"azure\", \"cloudflare\", \"heroku\"], category: \"Software and hosting\" },\n { keys: [\"stripe\", \"paypal\", \"razorpay\"], category: \"Payment processing fees\" },\n { keys: [\"uber\", \"ola\", \"lyft\", \"taxi\", \"cab\", \"airline\", \"flight\", \"train\", \"bus\", \"travel\"], category: \"Travel and meals\" },\n { keys: [\"wework\", \"regus\", \"coworking\", \"office rent\", \"rent\", \"lease\"], category: \"Rent and utilities\" },\n { keys: [\"electricity\", \"water bill\", \"gas bill\", \"utility\"], category: \"Rent and utilities\" },\n { keys: [\"stationery\", \"office supplies\", \"pens\", \"paper\"], category: \"Office supplies\" },\n { keys: [\"consultant\", \"contractor\", \"freelancer\", \"agency\", \"legal\", \"lawyer\", \"accountant\"], category: \"Professional services\" },\n { keys: [\"google ads\", \"facebook ads\", \"meta ads\", \"marketing\"], category: \"Advertising and marketing\" },\n { keys: [\"zoom\", \"slack\", \"notion\", \"asana\", \"github\", \"figma\", \"subscription\", \"saas\"], category: \"Subscriptions\" },\n { keys: [\"phone\", \"telecom\", \"airtel\", \"jio\", \"vodafone\"], category: \"Telecom\" },\n { keys: [\"laptop\", \"computer\", \"hardware\", \"printer\", \"equipment\"], category: \"Equipment\" },\n { keys: [\"salary\", \"payroll\", \"wages\"], category: \"Payroll\" },\n { keys: [\"tax\", \"gst\", \"vat\", \"license\"], category: \"Taxes and licenses\" },\n { keys: [\"insurance\", \"premium\"], category: \"Insurance\" },\n { keys: [\"bank fee\", \"bank charges\", \"neft\", \"rtgs\", \"imps\"], category: \"Bank charges\" },\n { keys: [\"meal\", \"lunch\", \"dinner\", \"restaurant\", \"cafe\"], category: \"Meals and entertainment\" },\n { keys: [\"training\", \"course\", \"udemy\", \"coursera\", \"workshop\"], category: \"Training and development\" }\n];\n\n// Determine category\nlet category = null;\n\nfor (const map of CATEGORY_MAP) {\n for (const key of map.keys) {\n if (combinedText.includes(key)) {\n category = map.category;\n break;\n }\n }\n if (category) break;\n}\n\n// MCC fallback\nif (!category && data.mcc) {\n const mcc = data.mcc.toString();\n if (mcc.startsWith(\"5\")) category = \"Travel and meals\";\n else if (mcc.startsWith(\"7\")) category = \"Professional services\";\n}\n\n// Vendor fallback\nif (!category && data.vendor_name) {\n const vendor = norm(data.vendor_name);\n if (vendor.includes(\"airbnb\")) category = \"Travel and meals\";\n else if (vendor.includes(\"amazon\") || vendor.includes(\"flipkart\")) category = \"Office supplies\";\n}\n\n// FINAL fallback \u2014 always filled\nif (!category) {\n category = \"Other expenses\";\n}\n\n// Return result\nreturn {\n json: {\n ...data,\n expense_category: category,\n case_id: `INV-${Date.now()}-${Math.random().toString(36).slice(2, 8).toUpperCase()}`,\n processed_at: new Date().toISOString()\n }\n};\n" }, "typeVersion": 2 }, { "id": "22378f77-6fee-40d6-a3f6-c185855106b3", "name": "Log to Invoices Sheet", "type": "n8n-nodes-base.googleSheets", "position": [ 784, 176 ], "parameters": { "columns": { "value": {}, "schema": [ { "id": "invoice_id", "type": "string", "display": true, "required": false, "displayName": "invoice_id", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "vendor_name", "type": "string", "display": true, "required": false, "displayName": "vendor_name", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "invoice_date", "type": "string", "display": true, "required": false, "displayName": "invoice_date", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "total_amount", "type": "string", "display": true, "required": false, "displayName": "total_amount", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "currency", "type": "string", "display": true, "required": false, "displayName": "currency", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "tax_amount", "type": "string", "display": true, "required": false, "displayName": "tax_amount", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "gl_category", "type": "string", "display": true, "required": false, "displayName": "gl_category", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "approval_status", "type": "string", "display": true, "required": false, "displayName": "approval_status", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "timestamp", "type": "string", "display": true, "required": false, "displayName": "timestamp", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "case_id", "type": "string", "display": true, "required": false, "displayName": "case_id", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "items_summary", "type": "string", "display": true, "required": false, "displayName": "items_summary", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "vendor_tax_id", "type": "string", "display": true, "required": false, "displayName": "vendor_tax_id", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "processed_at", "type": "string", "display": true, "required": false, "displayName": "processed_at", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "autoMapInputData", "matchingColumns": [], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "list", "value": 1260157166, "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1pHyqJsfwCIL-XrsWnE0WZsJPxtrd7DeXEGbrKMU_XJk/edit#gid=1260157166", "cachedResultName": "Invoices" }, "documentId": { "__rl": true, "mode": "list", "value": "1pHyqJsfwCIL-XrsWnE0WZsJPxtrd7DeXEGbrKMU_XJk", "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1pHyqJsfwCIL-XrsWnE0WZsJPxtrd7DeXEGbrKMU_XJk/edit?usp=drivesdk", "cachedResultName": "Finance OCR" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "retryOnFail": true, "typeVersion": 4.5, "waitBetweenTries": 2000 }, { "id": "c09451c0-a59f-4d60-bd6a-91308d937a33", "name": "gpt 4o mini", "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi", "position": [ -240, 336 ], "parameters": { "model": { "__rl": true, "mode": "list", "value": "gpt-4o-mini" }, "options": { "temperature": 0.2, "responseFormat": "json_object" } }, "credentials": { "openAiApi": { "name": "" } }, "notesInFlow": false, "typeVersion": 1.2 }, { "id": "c3d58a12-9d19-4c92-a9d5-845e6b254a38", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -1776, -48 ], "parameters": { "color": 6, "width": 512, "height": 544, "content": "# Get all emails\n## Connect Gmail and fetch incoming messages or selected folders; batch or trigger-based retrieval ensures full inbox coverage for automatic processing." }, "typeVersion": 1 }, { "id": "912cd585-df40-42fc-a1f6-5ee0d4fd6c51", "name": "OpenAI Chat Model", "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi", "position": [ -1136, 336 ], "parameters": { "model": { "__rl": true, "mode": "list", "value": "gpt-4.1", "cachedResultName": "gpt-4.1" }, "options": {}, "responsesApiEnabled": false }, "credentials": { "openAiApi": { "name": "" } }, "retryOnFail": false, "typeVersion": 1.3 }, { "id": "6acc74c6-538f-40de-a356-226cde040aee", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -2544, -48 ], "parameters": { "width": 688, "height": 544, "content": "Inbox2Ledger is an end-to-end **n8n template** that turns a noisy finance inbox into a clean, structured ledger. It fetches emails, uses AI guardrails to keep only finance-relevant messages, extracts invoice/receipt fields via an OCR-style agent, validates and auto-categorizes each expense, generates a unique case ID, and appends the result to a Google Sheet for accounting or downstream automations.\n\n\n## How it works\nTriggered by a form submission or scheduled fetch, the workflow pulls emails, applies AI guardrails and keyword filters to isolate invoices and receipts, then runs an LLM-powered extraction to return normalized JSON (vendor, date, invoice_id, amounts, currency, items). A validation step checks formats and required fields; categorization rules assign GL categories and generate a unique case ID. Validated records are appended to a Google Sheet and are ready for downstream processes.\n\n\n## Quick Setup Guide\n\ud83d\udc49 [Demo & Setup Video](https://drive.google.com/file/d/1OeDKjgO0a9yXMMShGTO08JGJDzvc9wl8/view?usp=sharing)\n1. Import the template into **n8n**\n2. Connect and authorize credentials: Gmail, Google Sheets, OpenAI (or preferred LLM)\n3. Update the Google Sheet ID / sheet `gid` if using your own sheet\n4. *(Optional)* Adjust the Guardrail `topicalAlignment` threshold or filter keywords\n5. Test using the form trigger or a single email, then enable the workflow\n\n---" }, "typeVersion": 1 }, { "id": "ad53c100-afae-4642-80d3-a54a7fc6f15b", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ -1216, -48 ], "parameters": { "color": 6, "width": 848, "height": 544, "content": "# Filter finance emails\n## Apply AI guardrails and keyword filters to isolate invoices, receipts, and payments; reduce false positives and route only finance messages." }, "typeVersion": 1 }, { "id": "fd07a032-91ce-44c4-9bb3-dc59595368bf", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ -320, -48 ], "parameters": { "color": 6, "width": 1360, "height": 544, "content": "# Extract details and log\n## Use LLM/OCR agent to extract vendor, date, invoice_id, amounts; validate entries, categorize expenses, and append structured rows to Google Sheets." }, "typeVersion": 1 }, { "id": "15ad6c48-520c-41e0-9ad0-1c9da8bce60f", "name": "Enter Date till which you want email to be fetched", "type": "n8n-nodes-base.formTrigger", "position": [ -1680, 176 ], "parameters": { "options": {}, "formTitle": "AI Financial Mail Detector and Summarizer", "formFields": { "values": [ { "fieldType": "date", "fieldLabel": "Date till which you want your mails to be summarized", "requiredField": true } ] } }, "typeVersion": 2.3 } ], "active": false, "settings": { "executionOrder": "v1" }, "versionId": "0dea5173-ae7c-4e85-b9b6-57b8a861e051", "connections": { "gpt 4o mini": { "ai_languageModel": [ [ { "node": "AI Agent (Email OCR)", "type": "ai_languageModel", "index": 0 } ] ] }, "Check for Errors": { "main": [ [ { "node": "Apply Finance Rules", "type": "main", "index": 0 } ] ] }, "Get Email Content": { "main": [ [ { "node": "Guardrail: Is Finance?", "type": "main", "index": 0 } ] ] }, "OpenAI Chat Model": { "ai_languageModel": [ [ { "node": "Guardrail: Is Finance?", "type": "ai_languageModel", "index": 0 } ] ] }, "Apply Finance Rules": { "main": [ [ { "node": "Log to Invoices Sheet", "type": "main", "index": 0 } ] ] }, "Validate Extraction": { "main": [ [ { "node": "Check for Errors", "type": "main", "index": 0 } ] ] }, "AI Agent (Email OCR)": { "main": [ [ { "node": "Validate Extraction", "type": "main", "index": 0 } ] ] }, "IF (Guardrail Passed)": { "main": [ [ { "node": "Filter Finance Keywords", "type": "main", "index": 0 } ] ] }, "Guardrail: Is Finance?": { "main": [ [ { "node": "IF (Guardrail Passed)", "type": "main", "index": 0 } ] ] }, "Filter Finance Keywords": { "main": [ [ { "node": "AI Agent (Email OCR)", "type": "main", "index": 0 } ] ] }, "Enter Date till which you want email to be fetched": { "main": [ [ { "node": "Get Email Content", "type": "main", "index": 0 } ] ] } } }