Contact person: Automated system using N8N centralize invoices and receipts (paper or digital)

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Location: Bursins, Switzerland

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"Mission Objective:
Create an automated system using N8N to help me centralize, organize, and enrich my invoices and receipts (paper or digital) in a structured table, with minimal effort on my part.

Context:
I am a freelancer with several separate activities (e.g., activity 1, 2, 3, 4).
I receive invoices by email and also have many paper receipts (e.g., for meals, fuel, purchases).
I want to centralize, enrich, and automatically organize everything for my accounting.
I have ADHD, so I often forget to file documents after payment or note why an expense was made.
I need a simple, reliable, and low-cost solution.

Expected Features (Automated via N8N)

1. Document intake (manual but simplified)
I want to forward invoices by email (with a PDF attachment) to a dedicated address (e.g., compta@.......).
The body of the email will contain additional info to be retrieved (see step 2).
I also want to send photos of receipts via Telegram or WhatsApp, with a message containing the same additional info.
The PDF or photo must then be analyzed using OCR to extract useful information: amount, supplier, date, VAT, currency.

2. Additional information capture
For each message (email, Telegram, or WhatsApp), I will include (in the message or through a form) the following info:
- Activity: 1, 2, 3, or 4
- Expense category: stock, marketing, travel, operations, client gift, meal
- Payment method: business card, personal card, or cash
- Client (optional)
- Free comments
This info must be automatically linked to the expense in the tracking table.

3. Automatic file storage
Files (PDF or photos) should be saved to Google Drive, organized by month and by activity.
Example folder: /Invoices/2025/08_August/Activity1/[login to view URL]

4. Tracking database
A Google Sheet (or Airtable, if preferred) should be automatically populated with:
- Date of expense
- Supplier
- Total incl. tax
- VAT or rate
- Currency (CHF, EUR, etc.)
- Payment method
- Activity (1, 2, 3, 4)
- Expense category
- Client (if specified)
- Comments
- Link to the stored file

5. Dashboard / Summary
The first page of the sheet should display a visual summary:
- Monthly expense graph
- Breakdown by activity
- Breakdown by expense category
- Monthly and annual totals
- Technical Requirements
______________

The automation must work with N8N (another option is acceptable if you advise it).
I want to use simple and existing tools: Gmail, Google Drive, Google Sheets, Telegram, WhatsApp.
It must be smooth, quick, and adapted to someone with ADHD.
I plan to add more automations later (stock, clients, projects, etc.).

______________

Deliverables Expected

Exportable N8N scenario(s) (.json)
Telegram bot configuration (if used)
Ready-to-use Google Sheet template with dashboard
Simple documentation so I can use and adjust it myself" (client-provided description)