Receipt Submission and Tracking Using Gemini Vision and n8n

I built a simple automation that lets employees submit expenses just by sending a receipt photo. Behind the scenes, Gemini uses AI vision to extract details like date, vendor, and amount, which are logged to a Google Sheet and emailed to finance. No manual entry needed.

Challenge

Employees were spending too much time manually logging receipts for reimbursements and internal tracking. The finance team also had to chase down missing info, verify data, and organize everything across different channels. The process was repetitive and prone to error.

Results

Employees can submit a receipt in seconds, without forms or follow-ups. Finance no longer wastes time retyping data or chasing down missing detail. Everything is standardized, organized, and automated.

This has significantly reduced internal friction, sped up expense processing, and minimized human error. Most importantly, it gave both employees and the finance team time back to focus on more valuable work.

How it Works

  1. Upload a Receipt
    An employee drops a photo of their receipt into a simple chat interface. No forms, no logins, just a quick upload.

  2. AI Extracts Key Info
    Google Gemini’s vision model reads the image and extracts details like the vendor, date of purchase, amount, and expense category (e.g., Meals, Travel, Supplies).

  3. Data Logged in Real Time
    The extracted info is automatically added to a connected Google Sheet, keeping the records clean and centralized.

  4. Finance Gets Notified
    A confirmation email with the submitted details is sent to the finance team for visibility, verification, or further processing.