Log Emailed Receipts to Google Sheets with Claude and n8n
What the source describes
This n8n workflow template monitors Gmail for messages labelled receipts and a Google Drive folder for uploaded receipt files. It uses Anthropic Claude (text or vision) to extract vendor, date, total, currency, category and payment method, flags whether the content is a real receipt, archives attachments to Drive and appends validated expenses to a Google Sheets log with a link to the original receipt.
See also Make vs Zapier for bookkeeping for three worked flows (receipts, invoices and AR reminders) and how their pricing models differ.
Result or outcome
According to the source, the workflow produces an expense log in Google Sheets with a receipt link and timestamp for each entry, and filters out non-receipts automatically. The template does not publish time-savings figures.
How to run it
- Import the n8n template and connect Gmail, Google Drive, Google Sheets and Anthropic credentials, selecting the Claude model for the text and vision steps.
- Create a receipts label in Gmail, choose a Drive folder to watch for uploads and one to archive attachments, and set up the sheet columns.
- Test or tune the extraction step with the prompt on this page, keeping its category list matched to the client's chart of accounts.
- Turn the workflow on so labeled emails and new Drive files are extracted, non-receipts filtered out, and expenses appended with a receipt link.
- Review the Google Sheets log regularly, open the receipt link for any odd line, and correct entries before using them in the books.
Try it yourself
Copyable prompt
Act as a receipt data extractor. I will paste the text of a receipt or describe a receipt image. Return a single JSON object with these keys: is_receipt (true or false), vendor, date (YYYY-MM-DD), total, tax, currency, payment_method, suggested_category, and notes. Choose suggested_category only from this list: [paste categories]. If a field is not clearly shown, set it to null rather than guessing. If the document is a quote, order confirmation or marketing email rather than a receipt, set is_receipt to false and explain why in notes. Use the amount actually charged, not a subtotal. Receipt content: [paste text or attach image]
Replace the [bracketed] placeholders. Remove client names, account numbers, and personal data before pasting into any AI tool.
What to review
Spot-check logged rows against the linked receipts, especially totals, currency and date, since Claude may read a subtotal or misread an image. Confirm items treated as non-receipts were really quotes or marketing emails and not missed expenses. Check that the Gmail filter only captures business mail, and treat the sheet as a capture log, not posted entries, until each line is reviewed.
Related free download: 50 AI Prompts for Bookkeepers (Prompt pack (PDF))
Source: n8n Workflow Templates
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