Does it post to QuickBooks without anyone checking?

Yes, when Claude's confidence clears the bar you set, and the entry lands in the category from your mapping sheet or in Uncategorized Expense. Your bookkeeper reviews and recategorises in QuickBooks as usual. Raise the threshold and more receipts wait under the review label instead.

What about receipts with no attachment, like an Uber or Amazon email?

The workflow ships with a second path for those. When there is no file, Claude reads the email body instead, and the raw message is saved to Drive as an .eml so the original is still on record.

How much does the Claude call cost per receipt?

A single receipt is one short document call on the current Claude Sonnet model, billed by tokens against the credit on your own Anthropic account. Anthropic's pricing page has the per-token rates; the setup guide shows where to read your usage after the first week.

What happens when QuickBooks rejects the entry?

The email keeps its Receipts label and gains Receipts/Needs review, the Drive file stays where it was, and the execution shows red in n8n with QuickBooks' error text. Re-run it from n8n after fixing the cause; the Drive step checks for an existing file of the same name first, so the upload is not repeated.

Is there a Make or Zapier version?

No, this one ships for n8n only. Two steps do not carry over cleanly: handing the PDF or photo to Claude as a file, and creating the Purchase through a signed HTTP call on your QuickBooks connection. Both are ordinary nodes in n8n. A Make version is a separate build; ask and we will quote it.

GCDrQBMade to order

Invoicing, payments & bookkeeping

Gmail receipt → Claude reads it → QuickBooks expense + PDF filed in Drive

Receipts in your inbox become QuickBooks expenses with the PDF filed by month.

Receipts pile up in email until someone spends an afternoon keying them in. Forward each one to a Gmail label and Claude reads the PDF or photo for vendor, date, total and tax. The file goes into a dated Google Drive folder and the expense posts to QuickBooks Online with a link to it. Low-confidence reads get a review label instead of a posting.

How it works

G
Trigger
New email under the Receipts label with a PDF or image attachment (polled every minute)
Gmail
if
Step 1
Keep the attachments that are receipts
PDF, JPG, PNG and WebP files pass. Anything under 20 KB is dropped as a signature or logo, and an email with two receipts runs twice, once per file.
C
Step 2
Claude reads the receipt
The file goes to Claude as a document or image block. Back comes vendor, date, currency, total, tax, last four card digits, a suggested category and a confidence score, as JSON.
if
Step 3
Route low-confidence reads to a human
Missing total, missing date or a confidence below the threshold you set moves the email to the Receipts/Needs review label and stops. Nothing posts on a guess.
Dr
Step 4
File the original by year and month
Upload goes to Receipts/2026/09, folders created as needed, and the file is renamed to date, vendor and total. The share link comes back for the expense memo.
QB
Step 5
Match or create the vendor
QuickBooks vendors are searched by display name. A new vendor is created only when nothing close matches, using the name exactly as printed.
QB
Step 6
Post the expense
An HTTP step creates the Purchase (n8n's QuickBooks node only reads them) against the bank or card account you chose, with one line to the mapped category or Uncategorized Expense, and the Drive link and Gmail message ID in the memo.
G
Step 7
Mark the email as filed
Once posted, the thread gets the Receipts/Filed label so the trigger never sees it twice. Emails that failed at any step keep the original label and show in n8n's error list.

What changes once it runs

A receipt forwarded to the label is posted in QuickBooks, with its file in Drive, within two minutes of arriving.
Vendor, date, total and tax come off the receipt itself, not from someone's keyboard.
Every expense memo links to the original file, so an auditor's question is one click.
Unreadable receipts wait under a review label rather than becoming wrong entries.
Month-end starts with the receipts already posted and filed by month.

What you get

Export file for n8n with the Claude prompt, the JSON schema and the confidence gate in place
Category mapping sheet: Claude's suggested category to your QuickBooks expense accounts
Step-by-step setup notes covering Gmail labels, the Drive folder root and the QuickBooks account choices
Video of three receipts going through: a clean PDF, a phone photo and one that gets sent to review
An optional HTTP step that attaches the file inside QuickBooks as well as linking it

Before you start

Gmail and Google Drive on one Google account (self-hosted n8n needs a Google Cloud OAuth client for both)
An Anthropic API key with prepaid credit on the account
QuickBooks Online Simple Start or above; Solopreneur has no API access
A decision on which bank or card account the expenses post to, and a default expense category
The Receipts, Receipts/Filed and Receipts/Needs review labels in Gmail (the guide creates them)

Built for

Questions before you buy

Does it post to QuickBooks without anyone checking?: Yes, when Claude's confidence clears the bar you set, and the entry lands in the category from your mapping sheet or in Uncategorized Expense. Your bookkeeper reviews and recategorises in QuickBooks as usual. Raise the threshold and more receipts wait under the review label instead.
What about receipts with no attachment, like an Uber or Amazon email?: The workflow ships with a second path for those. When there is no file, Claude reads the email body instead, and the raw message is saved to Drive as an .eml so the original is still on record.
How much does the Claude call cost per receipt?: A single receipt is one short document call on the current Claude Sonnet model, billed by tokens against the credit on your own Anthropic account. Anthropic's pricing page has the per-token rates; the setup guide shows where to read your usage after the first week.
What happens when QuickBooks rejects the entry?: The email keeps its Receipts label and gains Receipts/Needs review, the Drive file stays where it was, and the execution shows red in n8n with QuickBooks' error text. Re-run it from n8n after fixing the cause; the Drive step checks for an existing file of the same name first, so the upload is not repeated.
Is there a Make or Zapier version?: No, this one ships for n8n only. Two steps do not carry over cleanly: handing the PDF or photo to Claude as a file, and creating the Purchase through a signed HTTP call on your QuickBooks connection. Both are ordinary nodes in n8n. A Make version is a separate build; ask and we will quote it.

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