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

Workflow overview

Why this workflow matters

Useful for software delivery and engineering operations. Relevant for managed services and support workflows.

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

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