Organize Tax Docs from Gmail to Drive & Sheets

The workflow JSON

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{
  "name": "Tax Document Organizer",
  "nodes": [
    {
      "parameters": {
        "pollTimes": {
          "item": [
            {
              "mode": "everyMinute"
            }
          ]
        },
        "filters": {},
        "format": "resolved"
      },
      "id": "gmail-trigger",
      "name": "Gmail Trigger",
      "type": "n8n-nodes-base.gmailTrigger",
      "typeVersion": 1.1,
      "position": [
        250,
        300
      ]
    },
    {
      "parameters": {
        "operation": "get",
        "messageId": "={{ $json.id }}",
        "simple": false,
        "options": {
          "downloadAttachments": true
        }
      },
      "id": "gmail-download",
      "name": "Get a message",
      "type": "n8n-nodes-base.gmail",
      "typeVersion": 2.1,
      "position": [
        450,
        300
      ]
    },
    {
      "parameters": {
        "jsCode": "// Split multiple attachments into separate items\nconst message = $input.first();\nconst attachments = [];\n\n// Find all binary attachments\nfor (const key in message.binary) {\n  if (key.startsWith('attachment_') || key.startsWith('data')) {\n    attachments.push({\n      json: {\n        attachmentFileName: message.binary[key].fileName,\n        messageId: message.json.id,\n        messageSubject: message.json.subject || 'No subject'\n      },\n      binary: {\n        data: message.binary[key]\n      }\n    });\n  }\n}\n\n// Return all attachments as separate items\nreturn attachments.length > 0 ? attachments : [{\n  json: { error: 'No attachments found' }\n}];"
      },
      "id": "code-split-attachments",
      "name": "Split Attachments",
      "type": "n8n-nodes-base.code",
      "typeVersion": 2,
      "position": [
        650,
        300
      ],
      "notes": "Split multiple attachments into separate items for processing"
    },
    {
      "parameters": {
        "resource": "document",
        "operation": "extract",
        "inputType": "file",
        "binaryPropertyName": "data",
        "prompt": "Extract tax document information including form type (W-2, 1099, receipt, etc), tax year, taxpayer information (name, SSN/EIN, address), income amounts, deduction amounts, and any other relevant tax information",
        "schema": "{\"type\":\"object\",\"properties\":{\"formType\":{\"type\":\"string\"},\"taxYear\":{\"type\":\"number\"},\"taxpayer\":{\"type\":\"object\",\"properties\":{\"name\":{\"type\":\"string\"},\"ssn\":{\"type\":\"string\"},\"address\":{\"type\":\"string\"}}},\"incomeAmounts\":{\"type\":\"array\",\"items\":{\"type\":\"object\",\"properties\":{\"type\":{\"type\":\"string\"},\"amount\":{\"type\":\"number\"}}}},\"deductions\":{\"type\":\"array\",\"items\":{\"type\":\"object\",\"properties\":{\"category\":{\"type\":\"string\"},\"amount\":{\"type\":\"number\"}}}},\"totalIncome\":{\"type\":\"number\"},\"totalDeductions\":{\"type\":\"number\"}},\"required\":[\"formType\",\"taxYear\"],\"additionalProperties\":false}"
      },
      "id": "pdfvector-extract",
      "name": "PDF Vector - Extract Tax Document",
      "type": "n8n-nodes-pdfvector.pdfVector",
      "typeVersion": 1,
      "position": [
        850,
        300
      ]
    },
    {
      "parameters": {
        "jsCode": "const input = $input.first();\nconst doc = input.json.data;\n\n// Get binary data from the original Split Attachments node\n// (PDF Vector doesn't pass binary through)\nconst originalBinary = $('Split Attachments').item.binary;\n\n// Categorize by form type - using .includes() for flexible matching\nconst formType = doc.formType || '';\nconst categories = {\n  'W-2': 'Income_Statements',\n  '1099': 'Income_Statements',\n  'Receipt': 'Deductions',\n  'Invoice': 'Deductions',\n  '1098': 'Deductions',\n  '1040': 'Tax_Returns'\n};\n\n// Find matching category\nlet category = 'Other';\nfor (const [key, value] of Object.entries(categories)) {\n  if (formType.includes(key)) {\n    category = value;\n    break;\n  }\n}\n\nconst year = doc.taxYear || new Date().getFullYear();\nconst folderPath = `Tax_Documents/${year}/${category}`;\n\nreturn [{\n  json: {\n    document: doc,\n    category: category,\n    taxYear: year,\n    folderPath: folderPath,\n    fileName: $('Split Attachments').item.json.attachmentFileName\n  },\n  binary: originalBinary  // Use binary from Split Attachments node!\n}];"
      },
      "id": "code-categorize",
      "name": "Categorize Document",
      "type": "n8n-nodes-base.code",
      "typeVersion": 2,
      "position": [
        1050,
        300
      ]
    },
    {
      "parameters": {
        "operation": "upload",
        "folderId": {
          "__rl": true,
          "value": "YOUR_TAX_FOLDER_ID",
          "mode": "list"
        },
        "name": "={{ $json.taxYear }}_{{ $json.category }}_{{ $json.fileName }}",
        "binaryPropertyName": "data",
        "options": {}
      },
      "id": "gdrive-upload",
      "name": "File in Tax Folder",
      "type": "n8n-nodes-base.googleDrive",
      "typeVersion": 3,
      "position": [
        1250,
        300
      ]
    },
    {
      "parameters": {
        "operation": "append",
        "documentId": {
          "__rl": true,
          "value": "YOUR_SPREADSHEET_ID",
          "mode": "list"
        },
        "sheetName": {
          "__rl": true,
          "value": "gid=0",
          "mode": "list"
        },
        "columns": {
          "mappingMode": "defineBelow",
          "value": {
            "Form Type": "={{ $json.document.formType }}",
            "Tax Year": "={{ $json.document.taxYear }}",
            "Taxpayer": "={{ $json.document.taxpayer.name }}",
            "Total Income": "={{ $json.document.totalIncome || 0 }}",
            "Total Deductions": "={{ $json.document.totalDeductions || 0 }}",
            "Category": "={{ $json.category }}",
            "File Name": "={{ $json.fileName }}",
            "Date Received": "={{ new Date().toISOString().split('T')[0] }}"
          }
        }
      },
      "id": "sheets-log",
      "name": "Update Tax Checklist",
      "type": "n8n-nodes-base.googleSheets",
      "typeVersion": 4.4,
      "position": [
        1450,
        300
      ]
    }
  ],
  "connections": {
    "Gmail Trigger": {
      "main": [
        [
          {
            "node": "Get a message",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Get a message": {
      "main": [
        [
          {
            "node": "Split Attachments",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Split Attachments": {
      "main": [
        [
          {
            "node": "PDF Vector - Extract Tax Document",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "PDF Vector - Extract Tax Document": {
      "main": [
        [
          {
            "node": "Categorize Document",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Categorize Document": {
      "main": [
        [
          {
            "node": "File in Tax Folder",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "File in Tax Folder": {
      "main": [
        [
          {
            "node": "Update Tax Checklist",
            "type": "main",
            "index": 0
          }
        ]
      ]
    }
  }
}

About this workflow

Tax Document Organizer. Uses gmailTrigger, gmail, n8n-nodes-pdfvector, googleDrive. Event-driven trigger; 7 nodes.

Source: https://github.com/khanhduyvt0101/workflows/blob/0153ee2efc0f692c931b9bb4c2a04abf11756822/n8n-workflows/tax-document-organizer.json — original creator credit. Request a take-down →

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