The problem

Invoices were handled manually, even though the business already used Notion and Google Drive. This led to:

• Time-consuming data entry repeated every month
• Higher risk of errors in amounts, dates, and currencies
• Inconsistent records across expenses and revenue
• Slower month-end closing and reporting
• Missing document links, making audits and reviews harder

With around 40 invoices per month, the process was inefficient and difficult to scale.

The Solution

To streamline financial operations, a fully automated invoice processing system was implemented, turning Google Drive into the intake layer and Notion into the financial control center.

The system works automatically in the background:

• Every invoice uploaded to Google Drive is detected instantly
• Invoice number, date, seller, buyer, currency, and total amount are extracted
• Data is cleaned and standardized
• Amounts are routed to the correct currency-specific property in Notion
• A direct link to the original Google Drive invoice is added to each Notion entry

This ensures every financial record is complete, traceable, and audit-ready.

Here's what the workflow looks like:

Conclusion

By combining Google Drive, n8n, and Notion, we created a scalable finance automation that enforces structure. AI-based parsing is used only where it adds value, while Notion remains the single source of truth for financial data.

Systemize my Business!