Extract and Track Receipt Data with VLM Run and Google Drive + Airtable

Description

Simplify expense tracking with AI-powered automation that extracts receipt data and organizes it instantly.

What this workflow does

Watches Google Drive for new receipt uploads (images/PDFs)
Automatically downloads and prepares files for processing
Parses key details using the trusted VLM Run node (merchant, customer, amount, currency, date)
Stores structured records in Airtable for real-time tracking

Setup

Prerequisites: Google Drive & Airtable accounts, VLM Run API credentials, n8n instance.

Install the verified VLM Run node by searching for VLM Run in the node list, then click Install. Once installed, you can start using it in your workflows.

Quick Setup:

Configure Google Drive OAuth2 and create a receipt upload folder
Add VLM Run API credentials
Create an Airtable base with fields: Customer, Merchant, Amount, Currency, Date
Update folder/base IDs in workflow nodes
Test and activate

How to customize this workflow to your needs

Extend functionality by:

Adding categories, budgets, or approval steps
Syncing with accounting tools (QuickBooks, Xero)
Sending Slack or email alerts for processed receipts
Enabling error handling and duplicate checks

This workflow eliminates manual data entry and creates a seamless, automated system that saves time and improves accuracy.