Workflow Templates

Transform invoice creation from 30 minutes to 30 seconds - automatically generate professional PDF invoices with tax calculations, payment tracking, and instant delivery via email while archiving to Google Drive and notifying your team based on payment status. What This Workflow Does Revolutionizes invoice management with automated generation, intelligent payment tracking, and multi-channel delivery: Webhook-Triggered Generation** - Instantly creates invoices from payment gateways, CRM updates, or manual triggers Smart Data Validation** - Verifies required fields, validates email formats, and prevents incomplete invoices Automatic Invoice Numbering** - Generates unique sequential invoice numbers with year-month-random format (INV-202411-5847) Dynamic Tax Calculations** - Automatically computes taxes at configurable rates (GST, VAT, Sales Tax) with support for multiple tax jurisdictions Multi-Currency Support** - Handles USD, EUR, INR, GBP with proper currency symbols and formatting Due Date Management** - Auto-calculates payment due dates based on configurable terms (net-30, net-60, or custom) Payment Status Tracking** - Routes workflows differently for paid, unpaid, or partially paid invoices Professional HTML Design** - Creates beautifully branded invoices with modern typography and responsive layouts PDF Conversion** - Transforms HTML into print-ready, professional-quality PDF documents Automated Email Delivery** - Sends branded emails to customers with PDF attachments and payment instructions Google Drive Archival** - Automatically saves invoices to organized folders with searchable filenames Smart Team Notifications** - Different Slack alerts for paid vs unpaid invoices with embedded payment details Bank Details Integration** - Includes account numbers, routing numbers, SWIFT codes for easy payment Payment Link Support** - Embeds online payment links (Stripe, PayPal, Razorpay) for one-click payment Discount Handling** - Applies promotional or volume discounts with automatic recalculation Custom Notes & Terms** - Includes personalized thank-you messages and payment terms on every invoice Key Features Comprehensive Data Validation**: Prevents invoice errors by checking customer information, line item details, payment status validity, and email format before generation Intelligent Line Item Calculations**: Automatically multiplies quantity by rate for each item, sums subtotals, applies discounts, calculates taxes, and computes final totals Payment Status Color Coding**: Visual indicators show PAID (green), UNPAID (red), or PARTIALLY PAID (orange) status badges on invoices for instant recognition Flexible Tax Configuration**: Default 18% tax rate with easy customization for GST, VAT, or sales tax across different regions and tax jurisdictions Automatic Date Management**: Sets invoice date to today and calculates due dates based on configurable payment terms (default 30 days) Customer Information Cards**: Organized presentation of billing information including company name, address, contact details in professional card layout Itemized Pricing Tables**: Clean, professional tables showing description, quantity, rate, and amount for each line item with alternating row colors Payment Information Section**: Highlighted section with bank details, tax IDs, GST numbers, and online payment links for easy customer reference Conditional Workflow Routing**: Different automation paths for paid invoices (celebration notifications) vs unpaid invoices (payment reminders and follow-ups) Professional Email Templates**: Pre-written customer emails with invoice summary, payment instructions, and company contact information Searchable File Names**: Generates descriptive PDF names like "Invoice_INV-202411-5847_John_Doe.pdf" for easy retrieval and organization Print-Optimized PDFs**: A4 format with proper margins and preserved colors for professional printing and digital viewing Perfect For Freelancers & Consultants** - Bill clients immediately after project milestones, consultations, or deliverables completion SaaS Companies** - Generate monthly or annual subscription invoices automatically when billing cycles complete E-commerce Stores** - Create invoices for B2B orders, wholesale purchases, or custom enterprise deals Service Providers** - Bill hourly work weekly or bi-weekly with itemized time tracking and rate calculations Marketing Agencies** - Invoice retainer clients on the 1st of each month with recurring service breakdowns Accounting Firms** - Issue invoices for tax preparation, bookkeeping, and financial consulting services Web Development Agencies** - Bill clients for development sprints, hosting fees, and maintenance contracts Coaching & Training Businesses** - Invoice for coaching sessions, workshop fees, and training programs Healthcare Practices** - Generate patient invoices for services rendered with insurance and payment tracking Legal Firms** - Bill clients for legal consultations, document preparation, and case management Creative Studios** - Invoice for design work, photography sessions, video production, and creative services Construction Contractors** - Bill for completed project phases with material and labor itemization IT Support Companies** - Generate invoices for managed services, support tickets, and equipment sales Event Management** - Invoice clients for event planning, coordination, and vendor management fees What You Will Need Required Integrations HTML to PDF API - PDF conversion service (API key required) - supports HTML/CSS to PDF API, PDFShift, or similar providers (approximately 1-5 cents per invoice) Gmail or SMTP - Email delivery service for sending invoices to customers (OAuth2 or SMTP credentials) Google Drive - Cloud storage for invoice archival and sharing (OAuth2 credentials required) Optional Integrations Slack Webhook** - Team notifications for paid and unpaid invoices (free incoming webhook) Payment Gateway Integration** - Stripe, PayPal, Razorpay webhooks for automatic invoice generation on payment received Accounting Software** - QuickBooks, Xero, FreshBooks integration for automatic invoice sync and bookkeeping CRM Integration** - HubSpot, Pipedrive, Zoho CRM for customer data enrichment and invoice tracking Calendar Integration** - Schedule payment reminders and follow-ups for overdue invoices SMS Notifications** - Twilio integration for payment due date reminders via text message Quick Start Import Template - Copy JSON workflow and import into your n8n instance Configure PDF Service - Add HTML to PDF API credentials in the "HTML to PDF" node Setup Gmail - Connect Gmail OAuth2 credentials in "Send a message" node and update sender email address Connect Google Drive - Add Google Drive OAuth2 credentials and set your preferred folder ID for invoice storage Customize Company Info - Edit "Enrich with Company Data" node to add your company name, address, email, phone, website, logo URL, bank details, and tax registration numbers Update Email Template - Modify email message in Gmail node with your company branding and messaging Configure Slack - (Optional) Add your Slack incoming webhook URLs in both "Notify Team" nodes Test Webhook - Use the production or test webhook URL to submit sample invoice data Verify Output - Check that PDF generates correctly, email sends successfully, and file saves to Google Drive Integrate Payment Gateway - Connect Stripe, PayPal, or other payment webhooks to trigger invoice generation automatically Customization Options Multiple Tax Rates** - Configure different tax rates for different products, services, or customer locations Early Payment Discounts** - Add automatic discount calculation for payments received before due date Late Payment Fees** - Calculate and add penalty fees for overdue invoices Recurring Invoice Automation** - Schedule monthly or annual invoice generation for subscription customers Multi-Language Support** - Translate invoice templates for international clients (Spanish, French, German, Hindi, Chinese) Custom Branding Themes** - Create different invoice designs for different business units or service lines Partial Payment Tracking** - Track multiple partial payments against single invoice with running balance Credit Note Generation** - Create credit notes for refunds or overpayments Purchase Order Matching** - Link invoices to customer PO numbers for enterprise clients Client Portal Integration** - Generate unique links for clients to view and pay invoices online Automated Payment Reminders** - Send reminder emails 7 days before due date, on due date, and for overdue invoices Batch Invoice Generation** - Create multiple invoices simultaneously for monthly billing cycles Invoice Templates by Service Type** - Different layouts for product sales, consulting services, retainer agreements Payment Plan Support** - Split large invoices into installment payments with separate due dates Multi-Signature Authorization** - Add approval workflow for invoices above certain threshold Expected Results 95% time savings** - Reduce invoice creation from 30 minutes to 30 seconds per invoice 100% accuracy** - Eliminate calculation errors and missing information through validation Zero filing time** - Automatic Google Drive organization with searchable filenames 50% faster payment collection** - Professional invoices with payment links increase on-time payments Instant team alignment** - Real-time Slack notifications keep accounting and sales synchronized Better cash flow** - Faster invoice delivery means faster payment receipt Reduced administrative costs** - Save 20+ hours monthly on invoice preparation and filing Professional brand image** - Consistent, beautifully designed invoices elevate business credibility Improved customer experience** - Customers receive clear, detailed invoices with easy payment options Scalable process** - Handle 10x invoice volume without hiring additional staff Use Cases Freelance Designer Example Designer completes client project on Friday afternoon. Manually creating invoice in Word takes 25 minutes including calculation checks, formatting fixes, and finding bank details. Client expects invoice same day to process Monday payment. Solution: Designer clicks "Invoice Now" button in project management tool which triggers webhook. Workflow validates project details, generates branded invoice with itemized design services, converts to PDF, emails to client, and saves to Drive. Designer receives Slack notification confirming invoice sent. Result: Invoice delivered in 45 seconds instead of 25 minutes. Client receives professional invoice within 2 minutes of project completion. Designer saves 24 minutes and impresses client with speed. Payment received Monday morning. Over 50 projects annually, saves 20+ hours and increases cash flow by receiving payments 2-3 days faster. Annual impact: $3,500 in saved time plus faster payment collection. SaaS Startup Example SaaS company with 250 subscription customers needs monthly invoices. Finance manager manually creates invoices in spreadsheet, exports to PDF, and emails individually. Process takes 2 full days monthly causing invoice delivery delays. Solution: Connects workflow to Stripe subscription billing. When subscription renews, Stripe webhook triggers invoice generation. Customer name, email, subscription tier, and amount flow automatically. Invoice generates with payment link back to Stripe customer portal. Result: All 250 invoices delivered automatically on billing date. Zero manual work required. Customers receive invoices instantly with one-click payment links. Subscription payment collection improves from 85% to 96% in first week. Finance manager reallocates 2 days monthly to strategic analysis. Annual impact: saves 192 hours ($9,600 value) plus $18,000 additional revenue from improved collection rates. Marketing Agency Example Agency invoices 35 retainer clients on 1st of month. Account managers manually compile billable hours, adjust for change orders, calculate totals, and send invoices. Inconsistent formatting causes client confusion and payment delays. Solution: Time tracking system triggers webhook on last day of month with billable hours per client. Workflow generates consistent invoices with itemized service breakdown (social media hours, content creation, ad spend, strategy consulting). Each client receives branded invoice with their specific services. Result: All 35 invoices generated and delivered by 8 AM on 1st of month. 100% brand consistency across all invoices. Client questions reduce by 70% due to clear itemization. Payment speed increases - average collection time drops from 38 days to 24 days. Annual impact: saves 30 hours monthly ($18,000 annually) plus $85,000 improved cash flow from faster collections. Web Development Studio Example Studio completes 12-15 client projects monthly. Invoicing delayed until projects 100% complete causes cash flow gaps. Manually creating milestone invoices for larger projects creates accounting burden. Solution: Project management system triggers invoice on milestone completion (50% deposit, 75% progress payment, final 25%). Workflow automatically generates invoice for milestone amount with reference to project scope and completion percentage. Result: Cash flow improves dramatically with milestone billing. Studio receives payments throughout project instead of only at end. Clients appreciate transparency of milestone invoicing. Payment disputes reduce by 85% since expectations clear. Annual impact: improved cash flow worth $145,000 in working capital plus 40 hours monthly saved (20,000 dollar annual value). Healthcare Clinic Example Medical practice sends 200+ patient invoices monthly for services not covered by insurance. Billing staff manually creates invoices in practice management system, exports to PDF, and mails or emails. Process error-prone and time-consuming. Solution: Integrates workflow with electronic health records (EHR). When service marked as patient-pay, webhook triggers invoice generation with CPT codes, service descriptions, and amounts. Invoice includes payment plan options and online payment link. Result: Invoices sent same day as service instead of 5-7 days later. Patients receive clear, itemized invoices with multiple payment options. Online payment adoption increases from 15% to 62%. Collection rate improves from 73% to 89%. Billing staff reallocates time to insurance follow-up and patient support. Annual impact: saves 25 hours monthly ($15,000 annually) plus $78,000 additional collections. Pro Tips Trigger from Payment Gateways** - Connect Stripe, PayPal webhooks to auto-generate invoices when payments received Use Descriptive Line Items** - Detailed descriptions reduce customer questions and payment delays Include Payment Links** - Online payment links increase payment speed by 40-60% Customize Tax Rates by Location** - Configure different tax rates for different customer jurisdictions Set Payment Terms by Customer** - VIP clients get net-45, standard clients net-30, new clients payment due on receipt Add Company Logo** - Branded invoices with logos increase trust and reduce payment friction Schedule Batch Generation** - Run workflow on 1st of month at midnight for all recurring clients Create Invoice Templates** - Different templates for products vs services vs subscription billing Enable Read Receipts** - Track when customers open invoice emails to time follow-ups Automate Payment Reminders** - Send automated reminder 7 days before due date and on due date Archive by Client** - Create separate Google Drive folders per client for easy retrieval Include Project References** - Link invoices to project names, PO numbers, contracts for customer clarity Add Payment Instructions** - Crystal clear instructions reduce "how do I pay?" emails Use Professional Email Copy** - Friendly but professional email tone encourages prompt payment Track Unpaid Invoices** - Use conditional workflow to escalate overdue invoices to collections process Business Impact Metrics Track these key metrics to measure workflow success: Invoice Generation Time** - Measure average seconds from trigger to sent (target: under 60 seconds) Invoice Volume Capacity** - Count monthly invoices generated through automation (expect 5-10x increase in capacity) Calculation Error Rate** - Track invoices with math or tax errors (target: 0%) Time to Delivery** - Monitor minutes from invoice creation to customer inbox (target: under 5 minutes) Team Hours Saved** - Calculate monthly hours reclaimed from invoice automation (typical: 15-40 hours for small teams) Payment Collection Speed** - Compare days to payment before and after automation (expect 20-35% reduction) Payment Collection Rate** - Track percentage of invoices paid within terms (expect 10-15% improvement) Customer Payment Inquiries** - Monitor support tickets about invoice questions (expect 40-60% reduction) Late Payment Rate** - Track invoices paid after due date (expect 25-40% improvement) Cash Flow Impact** - Measure working capital improvement from faster invoicing and collection (typical: 15-25% improvement) Template Compatibility Compatible with n8n version 1.0 and above Works with n8n Cloud and Self-Hosted instances Requires HTML to PDF API service subscription (1-5 cents per invoice) No coding required for basic setup Fully customizable for industry-specific requirements Mobile-friendly PDF output Multi-currency and multi-language ready Supports batch processing and individual triggers Ready to eliminate invoice headaches? Import this template and start sending professional, accurate invoices in seconds instead of minutes - improving your cash flow, delighting customers, and freeing your team to focus on growing the business!

Lead Qualification & Follow‑up (Gemini) Automate lead intake, AI qualification, and next‑step outreach. Qualified leads get a scheduled meeting, Zoom details, an email confirmation, CRM update, and Mailchimp enrollment. Not‑qualified leads receive a follow‑up sequence, CRM update, and a 30‑day reminder. What this workflow does AI qualifies leads as QUALIFIED or NOT QUALIFIED using Google Gemini. Supports two triggers: Webhook (wordpress-form) or n8n Form Trigger. QUALIFIED branch: AI phone call via VAPI Schedules Google Calendar event Creates Zoom meeting Sends confirmation email via Gmail Adds to Mailchimp audience Updates contact in HubSpot NOT QUALIFIED branch: AI phone call via VAPI Adds to Mailchimp audience Sends follow‑up email via Gmail Updates contact in HubSpot Creates 30‑day follow‑up calendar event Apps and credentials required Google Gemini (PaLM/Gemini API) Gmail HubSpot Zoom Google Calendar VAPI (for AI phone calls) Mailchimp Environment variables MAILCHIMP_LIST_ID_QUALIFIED=your_mailchimp_list_id_for_qualified MAILCHIMP_LIST_ID_FOLLOWUP=your_mailchimp_list_id_for_followup Triggers supported Webhook: path wordpress-form (POST) Form Trigger: built‑in n8n form Use only one in production. Keep the other disabled. Expected input (fields) name: string email: string message: string If using Webhook, send a JSON body with the fields above. Setup Connect credentials: Google Gemini (model: models/gemini-2.5-flash) Gmail HubSpot (OAuth) Zoom Google Calendar (select the target calendar) VAPI (HTTP header auth: Bearer token) Set env vars: MAILCHIMP_LIST_ID_QUALIFIED MAILCHIMP_LIST_ID_FOLLOWUP Choose your trigger: Webhook: enable and use the provided URL for wordpress-form Form Trigger: enable and publish the form Review timing: adjust Wait nodes for your timezone and SLA. Personalize messaging: edit Gmail subjects/bodies and Zoom topic. CRM and lists: confirm HubSpot properties and Mailchimp list IDs. How it works (at a glance) Intake → AI classifies (QUALIFIED / NOT QUALIFIED) QUALIFIED: VAPI call → Schedule Calendar → Create Zoom → Add to Mailchimp (qualified) → Gmail confirmation → HubSpot update NOT QUALIFIED: VAPI call → Add to Mailchimp (follow‑up) → Gmail follow‑up → HubSpot update → 30‑day calendar event Test the workflow (before going live) Submit a test via your chosen trigger with name, email, message. Confirm AI decision at the “Lead Decision” node. If QUALIFIED: VAPI call executed Calendar event created Zoom meeting created (join URL available) Mailchimp enrollment (qualified list) Gmail confirmation sent HubSpot contact created/updated If NOT QUALIFIED: VAPI call executed Mailchimp enrollment (follow‑up list) Gmail follow‑up sent HubSpot updated 30‑day calendar reminder created Open any failing HTTP nodes and review response codes/messages. Go‑live checklist All credentials connected (no warnings) MAILCHIMP_LIST_ID_QUALIFIED and MAILCHIMP_LIST_ID_FOLLOWUP set Timezone and delays validated Email copy approved Only one trigger enabled Final end‑to‑end test passed Toggle workflow Active Customization ideas Add a Slack or Microsoft Teams notification on QUALIFIED Enrich leads (Clearbit, ZoomInfo, etc.) before AI decision Swap Mailchimp for your ESP (Klaviyo, SendGrid Marketing) Add a second‑chance branch for ambiguous AI classifications Localize email copy by country or language Troubleshooting Webhook receives no data: ensure external form POSTs JSON to the n8n URL and network rules allow it. AI decision empty/garbled: verify Gemini credentials/model ID and input fields. Mailchimp errors: verify List IDs and that email is valid. Gmail send fails: check OAuth scopes and daily limits. Zoom/Calendar issues: re‑connect OAuth; verify calendar access. HubSpot errors: confirm OAuth scopes and property mappings. Security and scopes Gmail: send email Google Calendar: create events Zoom: create meetings HubSpot: read/write contacts Mailchimp: list membership VAPI: authenticated HTTP requests Gemini: model inference Use least‑privilege for each integration. Limits and notes Gmail and Mailchimp rate limits may apply during spikes. Zoom and Google Calendar API quotas apply for frequent scheduling. VAPI call timeouts are 30s by default; adjust as needed. Changelog 2025‑09‑15: Initial public template with dual triggers, Gemini qualification, VAPI calls, scheduling, Mailchimp, Gmail, and HubSpot updates.

This workflow manages subscription billing reminders and data updates via Telegram. It runs daily at 8:00 AM to check for upcoming due subscriptions, formats relevant information, and sends reminders to users. It also processes user messages for subscription management—adding, updating, or retrieving billing info—using AI-powered natural language understanding. Main outcomes include automated subscription tracking, timely reminders, and conversational interaction through Telegram, reducing manual tracking efforts and improving billing accuracy. Automation Benefits Time & Cost Savings Manual Process: Several hours/week spent managing subscriptions and reminders manually. Automated Process: Workflow completes checks, reminders, and data updates in under a minute. Time Savings: Saves approximately 5 hours weekly, translating to significant productivity gains and cost reduction. ROI: Automation pays for itself within the first month due to saved labor. Error Reduction: Minimized manual entry errors, ensuring accurate billing records and timely reminders. Business Impact Solves the problem of manual subscription tracking and reminders. Scales effortlessly as subscription list grows. Opens new opportunities for proactive customer engagement, personalized messaging, and integrated billing insights. Setup Guide Prerequisites Google Sheets account with subscription data sheet. OpenAI API key with access to GPT-4. Telegram bot token with messaging permissions. Email SMTP setup if email reminders are used. API Configuration Google Sheets: Generate OAuth2 credentials, enable Sheets API, and authorize access. OpenAI: Create API key, set model to GPT-4, and test connectivity. Telegram: Create bot via BotFather, retrieve token, and set webhook URL. Webhook URL: Use the provided URL in the Telegram bot settings. Node-by-Node Setup OpenAI Chat Model: Enter API credentials, select GPT-4 model. Google Sheets: Input spreadsheet ID, sheet name, and ensure correct permissions. Telegram Nodes: Insert chat ID, message parsing, and response formatting. Schedule Trigger: Confirm cron expression for daily execution. For AI nodes, test with sample messages to verify formatting and extraction. Testing & Validation Run workflow manually. Confirm data is retrieved, processed, and responses sent. Verify subscription updates in Google Sheets. Check Telegram chats for correct message flow. N8N Documentation References Google Sheets Node OpenAI Node Telegram Node Schedule Trigger Maintenance & Troubleshooting Regular Maintenance (Monthly) Check API credentials and renew tokens if expired. Monitor workflow logs for errors. Review Google Sheets data for consistency. Update API keys when new versions or permissions are granted. Verify currency conversion accuracy periodically. Common Issues & Solutions Workflow not triggering: check schedule settings and webhook URLs. Data not updating: verify Google Sheets credentials and permissions. Incorrect responses: test AI prompt inputs and outputs. API failures: regenerate API keys or check quota limits. Reconfigure nodes if external API changes. Monitoring & Alerts Set up email or Slack alerts for failures. Regularly review execution logs. Track key metrics like successful runs, error rates, and response times. Support & Escalation Check n8n logs first for errors. Export workflow for support if needed. Use n8n community forums for common issues. Contact API providers for account-specific problems. Emergency procedures: restart workflow, regenerate tokens. Updates & Improvements Review workflow performance quarterly. Optimize AI prompts for better accuracy. Backup workflow configurations before major changes. Incorporate user feedback for feature enhancements.

This enterprise-grade n8n workflow automates competitor monitoring on Instagram — from post fetching to AI-driven strategy alerts — using Claude AI, Instagram API, and multi-channel notifications. It tracks trends, analyzes performance, and delivers actionable insights via WhatsApp and email, keeping your team ahead with zero manual effort. Key Features Daily competitor scanning** from Google Sheets Post performance metrics** (engagement rate, trends) calculated automatically AI-powered insights* using *Claude 3.5 Sonnet** for content and engagement strategies Dual-channel alerts:** WhatsApp (Twilio) and email for instant delivery Audit logs** in Google Sheets for historical trends Scalable triggers:** Daily schedule or webhook for ad-hoc checks Workflow Process | Step | Node | Description | | ---- | ----------------------------------- | -------------------------------------------------------- | | 1 | Schedule Trigger | Runs daily at 10 AM or via webhook (/competitor-alert) | | 2 | Get Competitor List | Loads competitors from Competitors sheet | | 3 | Loop Over Competitors | Processes each competitor to avoid API limits | | 4 | Get Competitor Posts | Fetches last 10 posts via Instagram Graph API | | 5 | Calculate Performance Metrics | Computes avg engagement and trend using Code node | | 6 | Generate AI Insights (Claude AI)| Analyzes data for 3 strategic bullet-point insights | | 7 | Send Email Alert | Emails detailed report to team | | 8 | Send WhatsApp Alert (Twilio) | Sends concise alert via WhatsApp | | 9 | Log Alert | Records metrics and insights in AlertsLog sheet | | 10 | End Workflow | Terminates execution | Setup Instructions 1. Import Workflow Open n8n → Workflows → Import from Clipboard Paste the JSON workflow 2. Configure Credentials | Integration | Details | | ----------------- | -------------------------------------------------- | | Google Sheets | Service account with spreadsheet access | | Instagram API | Business access token for media fetching | | Claude AI | Anthropic API key for claude-3-5-sonnet-20241022 | | Twilio | Credentials for WhatsApp messaging | | SMTP/Email | SMTP or Gmail for email alerts | 3. Update Spreadsheet IDs Ensure your Google Sheets include: Competitors AlertsLog 4. Set Triggers Webhook:** /webhook/competitor-alert (for on-demand runs) Schedule:** Daily at 10:00 AM 5. Run a Test Use manual execution to confirm: Post fetching and metrics calculation AI insights generation WhatsApp/email delivery and sheet logging Google Sheets Structure Competitors | competitorName | competitorUserId | industryFocus | |----------------|------------------|---------------| | BrandX | 1234567890 | Fashion | AlertsLog | competitor | avgEngagement | trend | insights | timestamp | |---------------|----------------|--------|-----------------------------------|--------------------| | BrandX | 75.5 | Rising | - Bullet 1... | 2023-10-01T12:00:00Z | System Requirements | Requirement | Version/Access | | --------------------- | ---------------------------------------------- | | n8n | v1.50+ (AI and messaging integrations supported)| | Claude AI API | claude-3-5-sonnet-20241022 | | Instagram Graph API| Business account access token | | Twilio API | WhatsApp-enabled phone number | | Google Sheets API | https://www.googleapis.com/auth/spreadsheets | | SMTP | For email (e.g., Gmail OAuth) | Optional Enhancements Add visual charts (e.g., engagement trends via Google Charts) Integrate Slack for team-wide alerts Use advanced metrics like reach/impressions via Instagram Insights API Connect CRM (HubSpot) to tag competitors Enable multi-platform monitoring (e.g., TikTok) Add threshold-based alerts (e.g., only if engagement >20% increase) Export insights to Notion or Airtable for strategy docs Result: A single automated system that monitors competitors, uncovers trends, and arms your team with AI strategies — delivered via WhatsApp and email with zero manual work. Get in touch with us for custom n8n automation!

Who is this for? This template is designed for freelancers, small businesses, and finance teams who need automated invoice management with intelligent payment follow-ups. Perfect for service providers, agencies, or any business that needs to track receivables and reduce late payments. What this workflow does This workflow provides complete invoice lifecycle management with two main flows: Invoice Generation Flow: Receives order data via webhook with line items Splits line items using Split Out node for individual processing Calculates subtotals, tax, and totals Aggregates results and saves to Google Sheets Sends professional invoice email with payment link Payment Reminder Flow: Runs daily via Schedule Trigger to check for overdue invoices Loops through unpaid invoices using Split In Batches Routes to appropriate reminder level using Switch node (5 levels) Sends escalating reminders: friendly → second notice → urgent → final → collections Notifies internal team via Slack for collections handoff Setup Create a Google Sheet with columns: Invoice ID, Client, Email, Subtotal, Tax, Total, Due Date, Status, Created, Last Reminder Connect Google Sheets and Gmail credentials Configure Slack for collections escalation notifications Set up the webhook URL in your order management system Requirements Google Sheets (invoice database) Gmail account (invoice and reminder emails) Slack workspace (collections notifications) How to customize Adjust overdue day thresholds in the Code node Add SMS reminders via Twilio for urgent notices Modify email templates for your brand Connect to accounting software for automatic reconciliation

N8N UGC Video Generator - Setup Instructions Transform Product Images into Professional UGC Videos with AI This powerful n8n workflow automatically converts product images into professional User-Generated Content (UGC) videos using cutting-edge AI technologies including Gemini 2.5 Flash, Claude 4 Sonnet, and VEO3 Fast. Who's it for Content creators** looking to scale video production E-commerce businesses** needing authentic product videos Marketing agencies** creating UGC campaigns for clients Social media managers** requiring quick video content How it works The workflow operates in 4 distinct phases: Phase 0: Setup - Configure all required API credentials and services Phase 1: Image Enhancement - AI analyzes and optimizes your product image Phase 2: Script Generation - Creates authentic dialogue scripts based on your input Phase 3: Video Production - Generates and merges professional video segments Requirements Essential Services & APIs Telegram Bot Token** (create via @BotFather) OpenRouter API** with Gemini 2.5 Flash access Anthropic API** for Claude 4 Sonnet KIE.AI Account** with VEO3 Fast access N8N Instance** (cloud or self-hosted) Technical Prerequisites Basic understanding of n8n workflows API key management experience Telegram bot creation knowledge How to set up Step 1: Service Configuration Create Telegram Bot Message @BotFather on Telegram Use /newbot command and follow instructions Save the bot token for later use OpenRouter Setup Sign up at openrouter.ai Purchase credits for Gemini 2.5 Flash access Generate and save API key Anthropic Configuration Create account at console.anthropic.com Add credits to your account Generate Claude API key KIE.AI Access Register at kie.ai Subscribe to VEO3 Fast plan Obtain bearer token Step 2: N8N Credential Setup Configure these credentials in your n8n instance: Telegram API Credential Name: telegramApi Bot Token: Your Telegram bot token OpenRouter API Credential Name: openRouterApi API Key: Your OpenRouter key Anthropic API Credential Name: anthropicApi API Key: Your Anthropic key HTTP Bearer Auth Credential Name: httpBearerAuth Token: Your KIE.AI bearer token Step 3: Workflow Configuration Import the Workflow Copy the provided JSON workflow Import into your n8n instance Update Telegram Token Locate the "Edit Fields" node Replace "Your Telegram Token" with your actual bot token Configure Webhook URLs Ensure all Telegram nodes have proper webhook configurations Test webhook connectivity Step 4: Testing & Validation Test Individual Nodes Verify each API connection Check credential configurations Confirm node responses End-to-End Testing Send a test image to your Telegram bot Follow the complete workflow process Verify final video output How to customize the workflow Modify Image Enhancement Prompts Edit the HTTP Request node for Gemini Adjust the prompt text to match your style preferences Test different aspect ratios (current: 1:1 square format) Customize Script Generation Modify the Basic LLM Chain node prompt Adjust video segment duration (current: 7-8 seconds each) Change dialogue style and tone requirements Video Generation Settings Update VEO3 API parameters in HTTP Request1 node Modify aspect ratio (current: 16:9) Adjust model settings and seeds for consistency Output Customization Change final video format in MediaFX node Modify Telegram message templates Add additional processing steps before delivery Workflow Operation Phase 1: Image Reception and Enhancement User sends product image via Telegram System prompts for enhancement instructions Gemini AI analyzes and optimizes image Enhanced square-format image returned Phase 2: Analysis and Script Creation System requests dialogue concept from user AI analyzes image details and environment Claude generates realistic 2-segment script Scripts respect physical constraints of original image Phase 3: Video Generation Two separate videos generated using VEO3 System monitors generation status Videos merged into single flowing sequence Final video delivered via Telegram Troubleshooting Common Issues API Rate Limits**: Implement delays between requests Webhook Failures**: Verify URL configurations and SSL certificates Video Generation Timeouts**: Increase wait node duration Credential Errors**: Double-check all API keys and permissions Error Handling The workflow includes automatic error detection: Failed video generation triggers error message Status checking prevents infinite loops Alternative outputs for different scenarios Advanced Features Batch Processing Modify trigger to handle multiple images Add queue management for high-volume usage Implement user session tracking Custom Branding Add watermarks or logos to generated videos Customize color schemes and styling Include brand-specific dialogue templates Analytics Integration Track usage metrics and success rates Monitor API costs and optimization opportunities Implement user behavior analytics Cost Optimization API Usage Management Monitor token consumption across services Implement caching for repeated requests Use lower-cost models for testing phases Efficiency Improvements Optimize image sizes before processing Implement smart retry mechanisms Use batch processing where possible This workflow transforms static product images into engaging, professional UGC videos automatically, saving hours of manual video creation while maintaining high quality output perfect for social media platforms.

Description This workflow lets you upload a PDF document and automatically analyze it with AI. It extracts the text, summarizes the content, flags key clauses or risks, and then delivers the results via Gmail while also storing them in Google Sheets for tracking. It’s designed for legal, compliance, or contract review use cases, but can be adapted for any document analysis scenario. Test it here: PDF Document Assistant 🔹 Instructions / Setup Webhook Input Upload a PDF document by sending it to the webhook URL. Extract from File The workflow extracts text from the uploaded PDF. Pre-processing (Code Node) Cleans and formats extracted text to remove unwanted line breaks or artifacts. Basic LLM Chain (OpenAI) Summarizes or restructures document content using OpenAI. Adjust the prompt inside to fit your analysis needs (summary, risk flags, clause extraction). Post-processing (Code Node) Further structures the AI output into a clean format (JSON, HTML, or plain text). AI Agent (OpenAI) Runs deeper analysis, answers questions, and extracts insights. Gmail Sends the results to a recipient. Configure Gmail credentials and set your recipient address. Google Sheets Appends results to a Google Sheet for record-keeping or audits. Respond to Webhook Sends a quick acknowledgment back to confirm the document was received. 🔹 Credentials Needed OpenAI API key (for Chat Model + Agent) Gmail account (OAuth2) Google Sheets account (OAuth2) 🔹 Example Use Case Upload a contract PDF → workflow extracts clauses → AI flags risky terms → Gmail sends formatted summary → results stored in Google Sheets.

This workflow is built for digital marketers, sales professionals, influencer agencies, and entrepreneurs who want to automate Instagram lead generation. If you’re tired of manually searching for profiles, copying email addresses, and updating spreadsheets, this automation will save you hours every week. It turns your process into a smart system that finds, extracts, and stores leads while you focus on growing your business. How it works / What it does This n8n automation completely transforms how you collect Instagram leads using AI and API integrations. Here’s a simple breakdown of how it works: Set your targeting parameters using the Edit Fields node. You can specify your platform (Instagram), field of interest such as “beauty & hair,” and target country like “USA.” Generate intelligent search queries with an AI Agent powered by GPT-4o-mini. It automatically creates optimized Google search queries to find relevant Instagram profiles in your chosen niche and location. Extract results from Google using Apify’s Google Search Scraper, which collects hundreds of Instagram profile URLs that match your search criteria. Fetch detailed Instagram profile data using Apify’s Instagram Scraper. This includes usernames, follower counts, and profile bios where contact information usually appears. Use AI to extract emails from the profile biographies with the Information Extractor node powered by GPT-3.5-turbo. It identifies emails even when they are hidden or creatively formatted. Store verified leads in a PostgreSQL database. The workflow automatically adds new leads or updates existing ones with fields like username, follower count, email, and niche. Once everything is set up, the system runs on autopilot and keeps building your database of quality leads around the clock. How to set up Follow these steps to get your Instagram Lead Generation Machine running: Import the JSON file into your n8n instance. Add your API credentials: Apify token for the Google and Instagram scrapers OpenAI API key for the AI-powered nodes PostgreSQL credentials for storing leads Open the Edit Fields node and set your platform, field of interest, and target country. Run the workflow manually using the Manual Trigger node to test it. Once confirmed, replace the manual trigger with a schedule or webhook to run it automatically. Check your PostgreSQL database to ensure the leads are being saved correctly. Requirements Before running the workflow, make sure you have the following: An n8n account or instance (self-hosted or n8n Cloud) An Apify account for accessing the Google and Instagram scrapers OpenAI API access for generating smart search queries and extracting emails A PostgreSQL database to store your leads Basic understanding of how n8n workflows and nodes operate How to customize the workflow This workflow is flexible and can be customized to fit your business goals. Here’s how you can tailor it: Change your niche or location by updating the Edit Fields node. You can switch from “beauty influencers in the USA” to “fitness coaches in Canada” in seconds. Add more data fields to collect additional information such as engagement rates, bio keywords, or profile categories. Just modify the PostgreSQL node and database schema. Connect to your CRM or email system to automatically send introduction emails or add new leads to your marketing pipeline. Use different triggers such as a scheduled cron trigger for daily runs or a webhook trigger to start the workflow through an API call. Filter higher-quality leads by adding logic to capture only profiles with a minimum number of followers or verified emails.

📘 Code of Conduct Q&A Slack Chatbot with RAG Powered > Empower employees to instantly access and understand the company’s Code of Conduct via a Slack chatbot, powered by Retrieval-Augmented Generation (RAG) and LLMs. 🧑‍💼 Who’s it for This workflow is designed for: HR and compliance teams** to automate policy-related inquiries Employees** who want quick answers to Code of Conduct questions directly inside Slack Startups or enterprises** that need internal compliance self-service tools powered by AI ⚙️ How it works / What it does This RAG-powered Slack chatbot answers user questions based on your uploaded Code of Conduct PDF using GPT-4 and embedded document chunks. Here's the flow: Receive Message from Slack: A webhook triggers when a message is posted in Slack. Check if it’s a valid query: Filters out non-user messages (e.g., bot mentions). Run Agent with RAG: Uses GPT-4 with Query Data Tool to retrieve relevant document chunks. Returns a well-formatted, context-aware answer. Send Response to Slack: Fetches user info and posts the answer back in the same channel. Document Upload Flow: HR can upload the PDF Code of Conduct file. It’s parsed, chunked, embedded using OpenAI, and stored for future query retrieval. A backup copy is saved to Google Drive. 🛠️ How to set up Prepare your environment: Slack Bot token & webhook configured (Sample slack app manifest: https://wisestackai.s3.ap-southeast-1.amazonaws.com/slack_bot_manifest.json) OpenAI API key (for GPT-4 & embedding) Google Drive credentials (optional for backup) Upload the Code of Conduct PDF: Use the designated node to upload your document (Sample file: https://wisestackai.s3.ap-southeast-1.amazonaws.com/20220419-ingrs-code-of-conduct-policy-en.pdf) This triggers chunking → embedding → data store. Deploy the chatbot: Host the webhook and connect it to your Slack app. Share the command format with employees (e.g., @CodeBot Can I accept gifts from partners?) Monitor and iterate: Improve chunk size or embed model if queries aren’t accurate. Review unanswered queries to enhance coverage. 📋 Requirements n8n (Self-hosted or Cloud) Slack App (with chat:write, users:read, commands) OpenAI account (embedding + GPT-4 access) Google Drive integration (for backups) Uploaded Code of Conduct in PDF format 🧩 How to customize the workflow | What to Customize | How to Do It | |-----------------------------|------------------------------------------------------------------------------| | 🔤 Prompt style | Edit the System & User prompts inside the Code Of Conduct Agent node | | 📄 Document types | Upload additional policy PDFs and tag them differently in metadata | | 🤖 Agent behavior | Tune GPT temperature or replace with different LLM | | 💬 Slack interaction | Customize message formats or trigger phrases | | 📁 Data Store engine | Swap to Pinecone, Weaviate, Supabase, etc. depending on use case | | 🌐 Multilingual support | Preprocess text and support locale detection via Slack metadata |

This n8n workflow demonstrate how to configure AI Agent for financial research purposes especially for IDX data through Sectors App API. use cases: research stock market in Indonesia. analyze the performance of companies belonging to certain subsectors or company comparing financial metrics between BBCA and BBRI providing technical analysis for certain ticker stock movement and many more all from conversational agent UI chat. Main components Input-n8nChatNative**: handling and process input from native n8n chat ui Input-TelegramBot**: handling and process input from Telegram Bot Input-WebUI(Webhook)**: handling and process input from hosted Web UI through webhook Main Agent**: processing raw user queries and delegate task to specialized agent if needed. Spec Agent - Sectors App**: make request to Sectors App API to get real time financial data listed in IDX from available endpoint Spec Agent - Web Search**: make web search from Google Grounding (Gemini API) and Tavily Search. Vector Document Processing**: process document upload from user into embedding and vector store. How it works user queries may received from multiple platform (we use three here: Telegram, hosted Web UI, and native n8n chat UI) if user also uploading document, it will process the document and store it in vector store the request send to the Main Agent to process the queries the Main Agent decide the task to delegate to Specialized Agent if nedded. the result then sent back to user based on the platform How to use You need this API: Gemini API: get it free from https://aistudio.google.com/ Tavily API: get it free from https://www.tavily.com/ Sectors App API: get it from https://sectors.app/api/ you can optionally change the model or adding fallback model to handle token request, cause it may use quite many tokens.

📊 Google Ads + OpenAI + Sheets — Monthly AI Performance Analysis Automate monthly ad performance insights with AI-powered recommendations 🧩 Overview This workflow automatically analyzes Google Ads performance every month, using the Google Ads API and OpenAI (GPT-4o) to uncover which ad themes, categories, and messages perform best. It then generates a structured AI report, saves it to Google Sheets, and sends a Slack summary to your marketing team. 💡 Perfect for digital marketers, agencies, and growth analysts who want automated campaign insights without manually crunching numbers. ⚙️ Features ✅ Automatically runs on the 1st of each month ✅ Fetches last 30 days of ad performance via Google Ads API (GAQL) ✅ Uses GPT-4o for natural-language insights & improvement ideas ✅ Groups ads by category and theme (e.g., “Free Shipping,” “Premium”) ✅ Generates a clean, formatted markdown report ✅ Archives reports in Google Sheets for trend tracking ✅ Notifies your Slack channel with AI-driven recommendations 🧠 Architecture | Component | Purpose | | ------------------- | ------------------------------------------------ | | n8n | Workflow engine | | Google Ads API | Source of ad performance data | | OpenAI (GPT-4o) | Analyzes CTR patterns and writes recommendations | | Google Sheets | Report archiving and history tracking | | Slack | Team notifications | 🧭 Workflow Logic (Summary) Monthly Trigger (1st of Month) ⬇️ 1️⃣ Get Performance Data (Google Ads API) Fetches 30-day CTR, clicks, impressions for all responsive search ads. ⬇️ 2️⃣ Prepare Performance Data Groups data by ad group and theme keywords, builds an AI prompt. ⬇️ 3️⃣ AI Agent (LangChain) + GPT-4o Analyzes patterns and generates actionable insights. ⬇️ 4️⃣ Generate Report (Code) Formats a Markdown report with AI recommendations and KPIs. ⬇️ 5️⃣ Save to Google Sheets Archives results for long-term analytics. ⬇️ 6️⃣ Send Report to Slack Delivers the summary directly to your marketing channel. 🔑 Environment Variables | Variable | Example | Description | | ------------------------ | ----------------------------- | ------------------------------ | | GOOGLE_ADS_CUSTOMER_ID | 123-456-7890 | Google Ads customer account ID | | GOOGLE_ADS_API_VERSION | v17 | Current Ads API version | | GOOGLE_SHEET_ID | 1xA1B2c3D4EFgH... | Target spreadsheet ID | | OPENAI_API_KEY | sk-xxxxx | OpenAI API key for GPT-4o | | SLACK_WEBHOOK_URL | https://hooks.slack.com/... | Slack incoming webhook | 🔐 Credential Setup | Service | Type | Required Scopes | | ----------------- | ----------------------------- | ---------------------------------------------- | | Google Ads | OAuth2 (googleAdsOAuth2Api) | https://www.googleapis.com/auth/adwords | | OpenAI | API key (openAiApi) | Full access | | Google Sheets | OAuth2 | https://www.googleapis.com/auth/spreadsheets | | Slack | Webhook | chat:write | 🧱 Node-by-Node Breakdown | Node | Purpose | Key Configuration | | ---------------------------------- | ----------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------- | | Monthly Trigger | Starts workflow on 1st of every month | Cron: 0 0 1 * * | | Get Performance Data | Queries Ads data | Endpoint: https://googleads.googleapis.com/v17/customers/{id}/googleAds:searchQuery: GAQL (CTR, clicks, impressions, last 30 days) | | Prepare Performance Data | Aggregates and builds AI prompt | Groups by ad group and theme, computes CTRs | | AI Agent – Analyze Performance | Passes formatted data to GPT-4o | System message: “You are a Google Ads performance analyst…” | | OpenAI Chat Model (GPT-4o) | Analytical reasoning engine | Model: gpt-4o, Temperature 0.2 | | Generate Report | Parses AI output, formats Markdown report | Adds recommendations + next steps | | Save Report to Sheets | Archives report | Sheet name: Performance Reports | | Send Report (Slack) | Sends summary | Uses report_markdown variable | 🧠 AI Report Example 30-Day Performance Analysis Report Executive Summary Analyzed: 940 ads Period: Last 30 days Top Performing Categories Running Shoes: 9.4% CTR (120 ads) Fitness Apparel: 8.2% CTR (90 ads) Top Performing Themes "Free Shipping" messaging: 9.8% CTR (58 ads) "Premium" messaging: 8.5% CTR (44 ads) AI-Powered Recommendations [HIGH] Emphasize “Free Shipping” across more ad groups. Expected Impact: +5 % CTR [MEDIUM] Test “Premium Quality” vs. “New Arrivals.” Expected Impact: +3 % CTR Next Steps Implement new ad variations A/B test messaging Re-analyze next month 🧩 Testing Procedure 1️⃣ Temporarily disable the cron trigger. 2️⃣ Run the workflow manually. 3️⃣ Confirm: Google Ads node returns JSON with results. AI Agent output is valid JSON. Report is written to Sheets. Slack message received. 4️⃣ Re-enable the monthly trigger once verified. 🧾 Output in Google Sheets | Date | Ads Analyzed | Top Category | Top Theme | Key Recommendations | Generated At | | ---------- | ------------ | ------------- | ------------- | ---------------------------------- | ----------------- | | 2025-10-01 | 940 | Running Shoes | Free Shipping | “Add Free Shipping copy to 10 ads” | 2025-10-01T00:05Z | 🪜 Maintenance | Frequency | Task | | --------- | ----------------------------------------- | | Monthly | Review AI accuracy and update themes list | | Quarterly | Refresh Google Ads API credentials | | As needed | Update GAQL fields for new metrics | ⚙️ API Verification Endpoint: POST https://googleads.googleapis.com/v17/customers/{customer_id}/googleAds:search Scopes: https://www.googleapis.com/auth/adwords GAQL Query: SELECT ad_group_ad.ad.id, ad_group_ad.ad.responsive_search_ad.headlines, ad_group.name, metrics.impressions, metrics.clicks, metrics.ctr FROM ad_group_ad WHERE segments.date DURING LAST_30_DAYS AND metrics.impressions > 100 ORDER BY metrics.clicks DESC LIMIT 1000 ✅ Fully valid query — verified for GAQL syntax, fields, and resource joins. ✅ OAuth2 flow handled by n8n’s googleAdsOAuth2Api. ✅ Optional: add "timeout": 60000 for large accounts. 📈 Metrics of Success | KPI | Target | | -------------------------- | ---------------- | | Report accuracy | ≥ 95 % | | Monthly automation success | ≥ 99 % | | CTR improvement tracking | +3–5 % over time | 🔗 References Google Ads API Docs LangChain in n8n OpenAI API Reference Google Sheets API Slack Incoming Webhooks 🎯 Conclusion You now have a fully automated Google Ads performance analysis workflow powered by: Google Ads API** for granular metrics OpenAI GPT-4o** for intelligent recommendations Google Sheets** for archiving Slack** for team-wide updates 💡 Result: A recurring, data-driven optimization loop that improves ad performance every month — with zero manual effort.

WhatsApp Receipt OCR & Data Extraction Suite Categories: Accounting Automation • OCR Processing • AI Data Extraction • Business Tools This workflow transforms WhatsApp into a fully automated receipt-processing system using advanced OCR, multi-model AI parsing, and structured data storage. By combining LlamaParse, Claude (OpenRouter), Gemini, Google Sheets, and Twilio, it eliminates manual data entry and delivers instant, reliable receipt digitization for any business. What This Workflow Does When a user sends a receipt photo or PDF via WhatsApp, the automation: Receives the file through Twilio WhatsApp Uploads and parses it with LlamaParse (high-res OCR + invoice preset) Extracts structured data using Claude + Gemini + a strict JSON parser Cleans and normalizes the data (dates, ABN, vendor, tax logic) Uploads the receipt to Google Drive Logs the extracted fields into a Google Sheet Replies to the user on WhatsApp with the extracted details Asks for confirmation via quick-reply buttons Updates the Google Sheet based on user validation The result is a fast, scalable, human-free system for converting raw receipt photos into clean, structured accounting data. Key Benefits No friction for users:** receipts are submitted simply by sending a WhatsApp message. High-accuracy OCR:** LlamaParse extracts text, tables, totals, vendors, tax, and ABN with impressive reliability. Enterprise-grade data validation:** complex logic ensures the correct interpretation of GST, included taxes, or unidentified tax amounts. Multi-model extraction:** Claude and Gemini both analyse the OCR output for more reliable result. We have one primary LLM and a secondary one. Hands-off accounting:** every receipt becomes a standardized row in Google Sheets. Two-way WhatsApp communication:** users can confirm or reject extracted data instantly. Scalable architecture:** perfect for businesses handling dozens or thousands of receipts monthly. How It Works (Technical Overview) 1. Twilio → Webhook Trigger The workflow starts when a WhatsApp message containing a media file hits your Twilio webhook. 2. Initial Google Sheets Logging The MessageSid is appended to your tracking sheet to ensure every receipt is traceable. 3. LlamaParse OCR The file is sent to LlamaParse with the invoice preset, high-resolution OCR, and table extraction enabled. The workflow checks job completion before moving further. 4. LLM Data Extraction The OCR markdown is analyzed using: Claude Sonnet 4.5 (via OpenRouter) Gemini 2.5 Pro A strict structured JSON output parser Custom JS cleanup logic The system extracts: Vendor Cost Tax (with multi-rule Australian GST logic) Currency Date (parsed + normalized) ABN (validated and digit-normalized) 5. Google Drive Integration The uploaded receipt is stored, shared, and linked back to the record in Sheets. 6. Google Sheets Update Fields are appended/updated following a clean schema: Vendor Cost Tax Date Currency ABN Public drive link Status (Confirmed / Not confirmed) 7. User Response Flow The user receives a summary of extracted data via WhatsApp. Buttons allow them to approve or reject accuracy. The Google Sheet updates accordingly. Target Audience This workflow is ideal for: Accounting & bookkeeping firms Outsourced finance departments Small businesses tracking expenses Field workers submitting receipts Automation agencies offering DFY systems CFOs wanting real-time expense visibility Use Cases Expense reconciliation Automated bookkeeping Receipt digitization & compliance Real-time employee expense submission Multi-client automation at accounting agencies Required Integrations Twilio WhatsApp** (Business API number + webhook) LlamaParse API** OpenRouter (Claude Sonnet)** Google Gemini API** Google Drive** Google Sheets** Setup Instructions (High-Level) Import the n8n workflow. Connect your Twilio WhatsApp account. Add API credentials for: LlamaParse OpenRouter Google Gemini Google Drive Google Sheets Create your target Google Sheet. Configure your WhatsApp webhook URL in Twilio. Test with a sample receipt. Why This System Works Users send receipts using a tool they already use daily (WhatsApp). LlamaParse provides state-of-the-art OCR for low-quality receipts. Using multiple LLMs drastically increases accuracy for vendor, ABN, and tax extraction. Advanced normalization logic ensures data is clean and accounting-ready. Google Sheets enables reliable storage, reporting, and future integrations. End-to-end automation replaces hours of manual work with instant processing. Watch My Complete Build Process Want to see exactly how I built this entire AI design system from scratch? I walk through the complete development process on my YouTube channel