Track invoice spending vs budget from Google Drive with GPT-4o and Telegram alerts

Invoice Budget Tracker

Drop invoices to Google Drive and let AI handle the rest - OCR extraction, automatic categorization, budget tracking, and Telegram alerts when spending reaches thresholds.

✨ Key Features

📄 Invoice OCR** - Extracts data from PDF/image invoices automatically 🤖 AI Categorization** - Detects document type (skips contracts, delivery acts) and categorizes real invoices 💰 Budget Tracking** - Set monthly budgets per category, track spending in real-time 🔔 Smart Alerts** - Get notified when category spending reaches 80%+ of budget 📁 Auto-Organization** - Files renamed and sorted into monthly folders 🔄 Deduplication** - SHA256 hash prevents duplicate processing 📈 Scheduled Reports** - Weekly progress (Fridays) and monthly summaries (10th) 💬 Telegram Control** - Manage budgets via natural language chat

🎯 How It Works

Drop invoice to Google Drive watched folder: PDF invoices Image scans (JPG, PNG)

AI processes automatically (hourly): OCR extracts text via Ainoflow AI detects if it's actually an invoice (skips contracts, receipts, etc.) Extracts: vendor, amount, date, invoice number Categorizes based on service provided Checks for duplicates

Get organized: File renamed: [2026-01-15] - Vendor (INV-123, 150.00 EUR).pdf Moved to monthly folder: /Invoices/2026-01/ Budget updated, alerts sent if threshold reached

Manage budgets via Telegram: "Set budget Software 500" "Show budgets" "Budget status"

📋 Expense Categories

Software, Marketing, Travel, Office, Professional Services, Infrastructure, Vehicle, Other

🔧 Setup Requirements

Google Drive** — OAuth setup for file operations Telegram Bot** — Create bot for notifications and budget management OpenRouter** — Get API key for AI processing Ainoflow** — Sign up for OCR and JSON storage

🏗️ Workflow Architecture

| Section | Description | |---------|-------------| | Document Processing | Hourly scan → OCR → AI categorization → Budget tracking → File organization | | Budget Management | Telegram bot for budget CRUD via AI Agent with MCP storage | | Weekly Report | Friday summary of current month progress | | Monthly Report | 10th of month detailed report for previous month | | Data Reset | Manual trigger to delete all invoice data (requires approval) |

💬 Usage Examples

Invoice Processing 📄 Drop "invoice_aws.pdf" to /Invoices/ → ✅ AWS | 150.00 EUR | Software → File: [2026-01-15] - AWS (INV-2026-01, 150.00 EUR).pdf → Moved to: /Invoices/2026-01/

📄 Drop "contract.pdf" to /Invoices/ → ⚠️ Skipped: This is a service agreement, not an invoice → File renamed: [REVIEW] - contract.pdf

Budget Management (Telegram) "Set budget Software 500" → ✅ Budget set: Software - €500/month

"Show budgets" → 📋 Monthly Budgets: • Software: €500 • Marketing: €1000 Total: €1500/month

"Budget status" → 📊 January 2026: • Software: €150/€500 (30%) ✅ • Marketing: €850/€1000 (85%) ⚠️

Scheduled Reports 📅 Weekly (Friday): → 📊 Week Summary: Processed: 12 invoices Total: €2,450 Top: Software €800, Marketing €650

📅 Monthly (10th): → 📈 January 2026 Report: Total: €4,200 (28 invoices) [████████░░] Software 80% [██████░░░░] Marketing 60%

📦 Data Storage

Invoices stored in Ainoflow JSON Storage by month (key = SHA256 hash): { "vendor": "Amazon Web Services", "vendor_normalized": "AWS", "amount": 150.00, "currency": "EUR", "date": "2026-01-15", "invoice_number": "INV-2026-01", "category": "Software", "file_id": "1BxiMVs0XRA5nFMd...", "processed_at": "2026-01-15T10:30:00Z" }

⚠️ Important Notes

Run /start first** - Registers your chat_id, locks bot to you Document type detection** - Contracts, delivery acts, receipts are skipped automatically Budget alerts at 80%** - Only triggers if budget is set for category Duplicates detected** - Same file won't be processed twice (SHA256 hash) Data Reset is permanent** - Requires manual approval Single currency** - All invoices assumed same currency (no conversion)

🛠️ Customization

Categories Edit SetDefaults node → allowed_categories Then send /start to re-register with new categories

Processing Thresholds Edit WorkflowConfig node: alert_threshold - Budget alert % (default: 0.8) review_prefix - Failed files prefix (default: "[REVIEW] - ") duplicate_prefix - Duplicate prefix (default: "[DUPLICATE] - ")

AI Models Swap OpenRouter models in Gpt4oCategorizer and Gpt4oBudgetAgent nodes

💼 Need Customization?

Want to adapt this template for your business? Custom integrations, multi-user support, or enterprise deployment?

Contact us at Ainova Systems - We build AI automation solutions for businesses.

Tags: google-drive, invoice-processing, budget-tracking, ai-agent, ocr, telegram, openrouter, mcp-tools, business-automation