Manage Personal Data with Multiple GPT-4o AI Agents: Gmail, Tasks & Finance on Telegram

Overview
Automate your personal productivity with this intelligent n8n workflow that integrates Telegram, Google Sheets, and OpenAI (GPT-4o). This system uses multiple AI agents to manage work hours, tasks, finances, and emails—all through natural language commands sent via Telegram. Every action is synced to Google Sheets for persistent, structured data storage.

What This Template Does
This automation system deploys several specialized AI agents:

📊 Work Hours Analyzer**: Analyzes work logs from Google Sheets, calculates total hours by workplace, and generates detailed monthly reports in Arabic. 🛠️ Work Tracking Agent**: Handles start/end work commands, calculates total hours, and updates Google Sheets. 📋 Task Manager Agent**: Manages to-do lists—adding, listing, updating, completing, and deleting tasks—with real-time sync to Google Sheets. 💰 Finance Agent**: Tracks income and expenses in multiple currencies, summarizes daily financial activity, and maintains a full transaction history. 📧 Email Analysis Agent**: Processes incoming Gmail messages, generates AI-powered summaries in Arabic with priority, sentiment, and recommended actions. 📅 Monthly Report Generator**: Automatically triggers at the start of each month to compile a professional PDF report of work hours and sends it to a Telegram topic.

Prerequisites & Setup

Required Accounts & API Keys
Before setup, ensure you have:

Telegram Bot Token – from @BotFather
OpenAI API Key – with access to gpt-4o-mini or gpt-3.5-turbo
Google Sheets API – OAuth2 credentials enabled
Gmail Account (Optional) – for email analysis
n8n Instance – self-hosted or cloud

Google Sheets Structure
Create a Google Sheet with the following sheets and columns:

Sheet: work
Date
start at
end at
place
note
Total hours

Sheet: task
Task
Status
Created At
Due Date
Notes

Sheet: Expenses
id
Amount
Currency
Note
Type (debit/credit)
Date
Time

Sheet: email
name
email

Step-by-Step Setup

Step 1: Import the Workflow
In n8n, go to Workflows > Import from file
Upload the JSON template
Open the canvas and verify all nodes are connected

Step 2: Configure Credentials
Telegram: Add your bot token under "Telegram account"
OpenAI: Enter your API key in "OpenAi account"
Google Sheets: Connect using OAuth2 under "Google Sheets account"
Gmail (Optional): Set up if using email analysis

Step 3: Link Google Sheets
Share your Google Sheet with the service account email (if using service account)
Copy the Document ID from the sheet URL
Update all Google Sheets nodes with the correct sheet names and IDs
Ensure column names match exactly

Step 4: Set Up Telegram
Start a chat with your bot
Use /start to initialize
Ensure chatId and message_thread_id in Telegram nodes match your group/topic
Test sending a message like "Start work at the factory"

Step 5: Test the Agents
Try these sample commands via Telegram:

"Start work at the factory" → Logs start time
"Finished work" → Logs end time and calculates hours
"Add task: pay the bill" → Adds a new task
"How much did I spend today?" → Shows today’s expenses
"Send last month's report" → Triggers monthly PDF report (on the first of the month)

Key Features

Smart Work Tracking
Automatic time calculation
Query by date, place, or period
Real-time Google Sheets sync

Task Management
Add, list, update, complete, delete tasks
Friendly, conversational responses
Daily summaries of completed and upcoming tasks

Financial Tracking
Supports multiple currencies (JOD, USD, ILS, etc.)
Daily income/expense summaries
Full transaction history
Arabic-language responses

Email Intelligence
AI-powered email summaries
Priority, sentiment, and action recommendations
Plain-text output in Arabic
No JSON or code blocks

Automated Monthly Reports
Triggered on the 1st of each month
Generates detailed work hour reports by workplace
Outputs clean, formatted PDF
Sends directly to Telegram topic

Customization Options

Modify AI Prompts
Edit the systemMessage in any AI agent node to: Change tone (formal, friendly, concise)
Add new response formats
Support additional commands or languages

Extend Functionality
Add daily reminders using Schedule Trigger
Implement budget alerts when expenses exceed a threshold
Add weekly summaries for tasks or work hours
Support multi-currency conversion

Enhance Telegram Interaction
Add inline buttons for quick actions
Create shortcuts like /work, /tasks, /finance
Use message_thread_id to organize topics

Troubleshooting

| Issue | Solution | |------|----------| | Bot not responding | Check webhook URL, bot token, and chatId | | Google Sheets not updating | Verify OAuth2 permissions and sheet sharing | | AI not understanding commands | Review prompt clarity and test input phrasing | | Monthly report not sending | Confirm Schedule Trigger timezone and execution time |

Benefits
✅ Full automation with minimal user input
📱 Control everything from Telegram
📊 Data stored securely in Google Sheets
📄 Professional PDF reports generated automatically
💬 Natural, friendly Arabic responses
🔁 Seamless sync across all components

This template transforms personal productivity by combining AI intelligence with powerful automation—turning simple Telegram messages into structured data, actionable insights, and professional reports.