Process invoices and expense reports with AI
Extract invoice fields, categorize expenses, flag anomalies, and route records for approval.
Setup time
3 hours
Time saved
3-10 hours
Best for
Small businesses, Operators, Finance teams
Tools
Google Sheets, n8n, ChatGPT, Feishu Base
Overview
This workflow creates a semi-automated finance intake process while keeping human review for sensitive approvals.
When to use this workflow
Tools you need
Google Sheets
Spreadsheet
Spreadsheet tool for lists, planning, lightweight reporting, and repeatable review workflows.
Visit websiten8n
Automation
Workflow automation tool with self-hosting options for technical teams.
Visit websiteChatGPT
AI assistant
General AI assistant for drafting, reasoning, rewriting, and structured content generation.
Visit websiteFeishu Base
Database
Collaborative no-code database for tracking leads, content, operations, and lightweight workflows.
Visit websiteStep-by-step workflow
Create an intake folder
Collect invoices and receipts in a shared folder or form submission flow.
Tool used
Feishu Base
Expected output
A centralized intake queue.
Extract key fields
Use AI to extract vendor, amount, date, tax, invoice number, due date, and line items.
Tool used
ChatGPT
Expected output
Structured invoice data.
Classify and flag
Categorize expenses and flag duplicates, unusual amounts, missing fields, or unapproved vendors.
Tool used
Google Sheets
Expected output
A review sheet with status labels.
Route approvals
Send clean records to the right reviewer and keep exceptions in a manual review queue.
Tool used
n8n
Expected output
Approval notifications and review tasks.
Prompt templates
Invoice extractor
Extract structured invoice fields from this text. Return vendor, invoice number, date, due date, amount, tax, line items, currency, and missing fields. Text: [paste]Expense anomaly checker
Review these expense records. Flag duplicates, unusual amounts, missing information, vendor risks, and category inconsistencies. Records: [paste]Automation ideas
- Auto-create approval tasks
- Send missing-field requests back to submitters
- Sync approved records to accounting software
Common mistakes
- Removing human review too early
- Not checking duplicate invoices
- Mixing extraction and payment approval
Related workflows
Build an internal AI assistant from company docs
Create a simple internal assistant that answers team questions from SOPs, policies, help docs, and product knowledge.
Setup
2-3 hours
Saves
4-10 hours
Automate lead intake and qualification
Collect leads, score fit, route qualified opportunities, and send personalized next-step messages.
Setup
2 hours
Saves
3-8 hours
Turn meeting notes into action items and follow-ups
Transform messy meeting notes or transcripts into decisions, owners, action items, and follow-up messages.
Setup
20 minutes
Saves
2-4 hours