Milan Vasarhelyi - SmoothWork This workflow corresponds to n8n.io template #12954 — we link there as the canonical source.
This workflow follows the Agent → Gmail recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"meta": {
"templateCredsSetupCompleted": true
},
"nodes": [
{
"id": "73dafd33-1df4-4c62-a4d6-d19e0c766f44",
"name": "Monitor Receipts Folder",
"type": "n8n-nodes-base.googleDriveTrigger",
"position": [
0,
0
],
"parameters": {
"event": "fileCreated",
"options": {},
"pollTimes": {
"item": [
{
"mode": "everyMinute"
}
]
},
"triggerOn": "specificFolder",
"folderToWatch": {
"__rl": true,
"mode": "list",
"value": "FOLDER_ID_PLACEHOLDER",
"cachedResultUrl": "https://drive.google.com/drive/folders/FOLDER_ID_PLACEHOLDER",
"cachedResultName": "Receipts"
}
},
"credentials": {
"googleDriveOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "2be7a503-6d6c-404b-a42b-970713918e36",
"name": "Download file",
"type": "n8n-nodes-base.googleDrive",
"position": [
224,
0
],
"parameters": {
"fileId": {
"__rl": true,
"mode": "id",
"value": "={{ $json.id }}"
},
"options": {},
"operation": "download"
},
"credentials": {
"googleDriveOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 3
},
{
"id": "d5f1fe60-fa67-49e0-a45d-62a394d94fa8",
"name": "Extract Receipt Data with AI",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
448,
0
],
"parameters": {
"text": "Extract the data from the provided receipt image and format it into a strict JSON object.\n\nDo not include markdown formatting or conversational text. Use the following schema and rules:\n\nvendor: (String) The name of the store or merchant.\n\ndate: (String) The date of the transaction converted to DD/MM/YYYY format.\n\nitems: (string) Each item must be a single row formatted exactly as: Name: <item name> - Qty: <quantity> - Total: <total price>, between the items have a newline\n\ntotal: (Float) The grand total amount paid.",
"options": {
"passthroughBinaryImages": true
},
"promptType": "define",
"hasOutputParser": true
},
"typeVersion": 2.2
},
{
"id": "2e65cddc-6c72-4fa2-9be0-1035940294e8",
"name": "OpenAI Chat Model",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
448,
224
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-5-mini",
"cachedResultName": "gpt-5-mini"
},
"options": {}
},
"credentials": {
"openAiApi": {
"name": "<your credential>"
}
},
"typeVersion": 1.2
},
{
"id": "df81a3af-667c-4f2f-8277-b675ad239703",
"name": "Structured Output Parser",
"type": "@n8n/n8n-nodes-langchain.outputParserStructured",
"position": [
592,
224
],
"parameters": {
"jsonSchemaExample": "{\"vendor\": \"TESCO metro\", \"date\": \"23/04/2012\", \"items\": \"Name: FRESH MILK - Qty: 1 - Total: 0.89\\nName: MUESLI - Qty: 1 - Total: 2.29\\nName: DARK CHOCOLATE - Qty: 2 - Total: 1.90\", \"total\": 5.08}"
},
"typeVersion": 1.3
},
{
"id": "8bdec3f3-0a28-4cd6-9bfe-ec42a3a64311",
"name": "Append Receipt to Google Sheet",
"type": "n8n-nodes-base.googleSheets",
"position": [
800,
0
],
"parameters": {
"columns": {
"value": {
"date": "={{ $json.output.date }}",
"items": "={{ $json.output.items }}",
"total": "={{ $json.output.total }}",
"vendor": "={{ $json.output.vendor }}"
},
"schema": [
{
"id": "vendor",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "vendor",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "date",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "date",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "items",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "items",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "total",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "total",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "output",
"type": "string",
"display": true,
"removed": true,
"required": false,
"displayName": "output",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "append",
"sheetName": {
"__rl": true,
"mode": "name",
"value": "Sheet1"
},
"documentId": {
"__rl": true,
"mode": "id",
"value": "SPREADSHEET_ID_PLACEHOLDER"
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 4.7
},
{
"id": "3dd92ff8-1e92-49b8-9c05-6e85f5937357",
"name": "Convert Receipt to HTML Table",
"type": "n8n-nodes-base.html",
"position": [
1008,
0
],
"parameters": {
"options": {},
"operation": "convertToHtmlTable"
},
"typeVersion": 1.2
},
{
"id": "031d0812-84dd-4858-9a04-bc01a3c689b5",
"name": "Send Receipt Email Notification",
"type": "n8n-nodes-base.gmail",
"position": [
1216,
0
],
"parameters": {
"sendTo": "john.doe@example.com",
"message": "={{ $json.table }}",
"options": {
"appendAttribution": true
},
"subject": "=New receipt Processed from {{ $('Append Receipt to Google Sheet').item.json.vendor }}"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "doc-note-1769185385297",
"name": "Workflow Description",
"type": "n8n-nodes-base.stickyNote",
"position": [
-700,
-150
],
"parameters": {
"width": 600,
"height": 1123,
"content": "## Workflow Overview\n\nThis automation eliminates manual receipt data entry by automatically processing receipt images uploaded to Google Drive. When a new receipt is added to a monitored folder, the workflow extracts key information using AI, logs it to a Google Sheet, and sends you an email notification with the processed data.\n\n### How It Works\n\n1. **Monitor:** The workflow watches a specific Google Drive folder for newly uploaded receipt images\n2. **Download:** When detected, the receipt file is automatically downloaded\n3. **Extract:** An AI Agent analyzes the receipt image and extracts vendor name, date, itemized purchases, and total amount in a structured JSON format\n4. **Log:** The extracted data is automatically appended as a new row in your Google Sheet\n5. **Notify:** You receive an email with an HTML table summarizing the processed receipt\n\n### First Setup\n\n- **Google Drive account:** Connect your Google Drive and configure the trigger to watch your desired receipts folder\n- **OpenAI account:** Required for the AI Agent to process receipt images\n- **Google Sheets:** Make a copy of the provided template spreadsheet to your own account\n- **Gmail account:** Connect for sending notification emails\n\n### Configuration\n\n- **Google Drive folder:** Update the trigger to monitor your specific receipts folder\n- **Google Sheet ID:** Configure the Google Sheets node to point to your copied spreadsheet\n- **Email recipient:** Change the notification email address to your own\n- **AI model:** The workflow uses GPT-4-mini, but you can select a different OpenAI model based on your needs"
},
"typeVersion": 1
},
{
"id": "contact-note-1769185448257",
"name": "Creator Contact Info",
"type": "n8n-nodes-base.stickyNote",
"position": [
-700,
-610
],
"parameters": {
"color": 5,
"width": 600,
"height": 440,
"content": "# Contact Us:\n## Milan @ SmoothWork - [Book a Free Consulting Call](https://smoothwork.ai/book-a-call/)\n\n\n\n### We help businesses eliminate busywork by building compact business tools tailored to your process.\n### Contact us for customizing this, or building similar automations.\n\n\ud83d\udce7 hello@smoothwork.ai\n\u25b6\ufe0f [Check us on YouTube](https://www.youtube.com/@vasarmilan)\n\ud83d\udcde [Book a Free Consulting Call](https://smoothwork.ai/book-a-call/)\n\ud83d\udcbc [Add me on Linkedin](https://www.linkedin.com/in/mil%C3%A1n-v%C3%A1s%C3%A1rhelyi-3a9985123/)\n"
},
"typeVersion": 1
},
{
"id": "video-note-1769187077818",
"name": "Video Walkthrough",
"type": "n8n-nodes-base.stickyNote",
"position": [
-90,
-610
],
"parameters": {
"width": 420,
"height": 340,
"content": "# Video Walkthrough\n[](https://youtu.be/Vl0wCc9pEGM)"
},
"typeVersion": 1
}
],
"connections": {
"Download file": {
"main": [
[
{
"node": "Extract Receipt Data with AI",
"type": "main",
"index": 0
}
]
]
},
"OpenAI Chat Model": {
"ai_languageModel": [
[
{
"node": "Extract Receipt Data with AI",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Monitor Receipts Folder": {
"main": [
[
{
"node": "Download file",
"type": "main",
"index": 0
}
]
]
},
"Structured Output Parser": {
"ai_outputParser": [
[
{
"node": "Extract Receipt Data with AI",
"type": "ai_outputParser",
"index": 0
}
]
]
},
"Extract Receipt Data with AI": {
"main": [
[
{
"node": "Append Receipt to Google Sheet",
"type": "main",
"index": 0
}
]
]
},
"Convert Receipt to HTML Table": {
"main": [
[
{
"node": "Send Receipt Email Notification",
"type": "main",
"index": 0
}
]
]
},
"Append Receipt to Google Sheet": {
"main": [
[
{
"node": "Convert Receipt to HTML Table",
"type": "main",
"index": 0
}
]
]
},
"Send Receipt Email Notification": {
"main": [
[]
]
}
}
}
Credentials you'll need
Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.
gmailOAuth2googleDriveOAuth2ApigoogleSheetsOAuth2ApiopenAiApi
Pro
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About this workflow
[](https://youtu.be/Vl0wCc9pEGM)
Source: https://n8n.io/workflows/12954/ — original creator credit. Request a take-down →
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