Automate Receipt Data Extraction with AI and Airtable

What You Will Learn

In this guide, you will learn how to use an n8n workflow template that automatically extracts data from receipts with AI, then stores it neatly in Airtable. By the end, you will understand:

• How the workflow connects Google Drive, an AI extraction agent, and Airtable
• What types of receipt files are supported and how they are processed
• How AI reads key data like totals, dates, and merchant names from receipts
• How the workflow formats and saves that data into Airtable records
• What you need to set up before using this n8n template

Concept Overview: How the Workflow Fits Together

This n8n workflow template is designed to remove manual data entry from your receipt management process. It combines:

• Google Drive as the input source where receipts are uploaded
• VLM Run AI agent to extract structured data from receipt images or PDFs
• Airtable as the database to store and organize the extracted information

Once configured, the workflow watches a specific folder in Google Drive. Whenever you upload a new receipt, the workflow:

1. Detects and downloads the file
2. Sends it to the AI agent for data extraction
3. Formats the extracted fields
4. Creates or updates a record in Airtable with the cleaned data

The result is an automated pipeline that turns raw receipt files into searchable, structured records without manual typing.

Key Components of the n8n Receipt Workflow

1. Input: Monitoring and Downloading Receipts from Google Drive

The first part of the workflow focuses on capturing new receipts as soon as they appear. In n8n, this is typically handled by a Google Drive trigger or polling node that:

• Watches a specific folder in Google Drive where you or your team upload receipts
• Detects when a new file is added
• Automatically downloads the file for processing

The workflow can handle a wide range of receipt formats, including:

• Image files like JPG, PNG, and WEBP
• PDF receipts and scanned documents
• Photos taken with a mobile phone camera

This flexibility means you can snap a picture of a receipt on the go, upload it to the shared Drive folder, and let the automation handle the rest.

2. AI-Powered Receipt Data Extraction with VLM Run

Once a receipt file has been downloaded, the workflow passes it to the VLM Run AI agent. This is the core of the automation, where the actual receipt data extraction happens.

The AI agent uses OCR and advanced text recognition to scan the content of the receipt. It then identifies and extracts key fields such as:

• Merchant name – the store, vendor, or service provider
• Customer information – if present on the receipt
• Total amount – the final amount charged
• Currency – for example USD, EUR, etc.
• Transaction date – the date the purchase was made

The VLM Run AI agent is designed to work with:

• Different receipt layouts and formats
• Varying fonts and text placements
• Lower quality images or slightly skewed photos

This makes the workflow robust in real-world conditions, where receipts are not always perfectly scanned or formatted.

3. Structuring Data and Sending It to Airtable

After the AI agent returns the extracted data, the workflow moves into the data formatting stage. Raw AI output is cleaned and organized into a consistent structure that is ready for database storage.

Typical steps at this stage can include:

• Normalizing date formats so they match your Airtable schema
• Ensuring numeric values like totals are correctly parsed
• Mapping AI output fields to Airtable column names

Once the data is structured, the n8n workflow uses the Airtable node to:

• Create a new record in your chosen Airtable base and table
• Store all relevant fields, such as merchant, total, currency, date, and any customer details

This centralizes your receipt information and makes it easy to:

• Track expenses over time
• Export data for reporting or accounting
• Filter, sort, and analyze spending patterns directly in Airtable

Why Automate Receipt Extraction with n8n, AI, and Airtable

Automating this process provides several practical benefits for both individuals and teams.

• Efficiency – No more manual typing of receipt details into spreadsheets or tools, which speeds up expense reporting.
• Accuracy – AI-driven OCR reduces common human errors like typos or misreading amounts.
• Real-time updates – As soon as a receipt is uploaded, your Airtable records can be updated, keeping financial data current.
• Mobile-friendly workflow – Since receipts can be uploaded from phones to Google Drive, you can capture expenses while traveling or working remotely.
• Scalability – The same workflow can handle a handful of receipts or hundreds per week without adding more manual work.

Common Use Cases for This n8n Workflow Template

This AI-powered receipt extraction workflow can support many scenarios, including:

• Business expense management and internal auditing of spending
• Personal finance tracking and budgeting with categorized receipts
• Accounting process automation for agencies or firms that manage multiple clients
• Travel and reimbursement handling for teams that submit receipts for trips, mileage, or client visits

Step-by-Step: Getting Started with the Template

Step 1 – Prepare Your Accounts and Credentials

Before using the n8n template, make sure you have the following:

• Access to the VLM Run AI API for receipt data extraction
• A Google Drive account with OAuth2 credentials configured in n8n
• An Airtable account with OAuth2 credentials set up in n8n

These connections allow n8n to securely communicate with each service and automate the workflow end to end.

Step 2 – Set Up Your Google Drive Receipt Folder

Create or choose a dedicated folder in Google Drive that will act as your receipt inbox. In the workflow configuration, you will point the Google Drive node to this folder so that:

• Any new file uploaded here triggers the workflow
• Receipts are automatically downloaded for AI processing

You can share this folder with your team so everyone can drop receipts in the same place.

Step 3 – Configure Your Airtable Base

Next, set up an Airtable base and table that will store the extracted data. Include fields such as:

• Merchant name
• Customer information (if needed)
• Total amount
• Currency
• Transaction date
• Optional notes or tags

In the n8n Airtable node, map each extracted field from the AI agent to the corresponding column in your table.

Step 4 – Connect the AI Agent in n8n

Within the n8n workflow template, locate the node that calls the VLM Run AI agent. Configure it with your API access and verify that:

• The input file from Google Drive is correctly passed to the AI node
• The AI output includes the fields you expect, such as merchant, total, and date

This is where you can also test one sample receipt to confirm that the extraction is working as intended.

Step 5 – Test the Full Workflow

Once all nodes are connected and credentials are in place:

1. Upload a test receipt image or PDF to your Google Drive receipt folder
2. Watch the workflow in n8n as it runs through each step
3. Check your Airtable base to confirm that a new record was created with the correct information

If the data looks correct, your automation is ready for regular use.

Quick Recap

This n8n workflow template automates receipt data extraction by:

• Monitoring a Google Drive folder for new receipt uploads
• Downloading receipt files in formats like JPG, PNG, WEBP, and PDF
• Using the VLM Run AI agent to extract key fields via OCR
• Formatting and inserting the cleaned data into an Airtable base

The result is a streamlined, accurate, and scalable way to manage receipts for personal or business use.

FAQ

What types of receipts can this workflow handle?

The workflow supports images (JPG, PNG, WEBP), PDFs, scans, and photos taken with mobile cameras. The AI agent is designed to handle different layouts and less-than-perfect image quality.

Do I need to manually run the workflow each time?

No. Once configured, the n8n workflow can run automatically whenever a new file appears in the specified Google Drive folder.

Can I customize the fields stored in Airtable?

Yes. You can adjust the Airtable table structure and the field mapping in n8n to match your specific reporting or accounting needs.

Is this setup suitable for teams?

Yes. Teams can share the same Google Drive folder and Airtable base. This allows multiple people to upload receipts while keeping all extracted data centralized.

Start Automating Your Receipt Management

If you are ready to cut down on manual data entry and make your expense tracking more reliable, this n8n template is a practical way to get started. Connect Google Drive, the VLM Run AI agent, and Airtable, then let the workflow handle the repetitive work for you.

Set up your Google Drive receipt folder and Airtable base today, then plug in the template to see how quickly your receipt management process becomes seamless.