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Sample automation
Tax time becomes a review, not a scramble.
A sample workflow for freelancers and small businesses. Receipts and invoices are filed and read as they arrive, income and expenses are recorded, and your accountant receives a tidy pack each quarter. Your accountant still reviews and files.
Built for
Freelancers, studios and small businesses
Trigger
A receipt or invoice arrives
Tools
n8n · Gmail · Google Drive · Sheets · AI document reading
Status
Sample build by ARKIELLO, not client work
The problem
The shoebox of receipts.
Every quarter it is the same. The filing date gets close, and someone has to dig through emails, chat messages and a folder of crumpled receipts. They type every amount into a spreadsheet, hunt for the missing invoices and send it all to the accountant at the last minute.
The tax rules are your accountant’s job. The paperwork before it is pure repetition, and that is exactly what automation does well. This sample files and records each document the day it arrives. By the time the deadline comes, the records are already in order.
See it run
Press play on the workflow.
This is a simulation with made-up sample details. In a real setup each step runs in your own accounts.
Simulation with sample data · nothing is sent
Trigger: a supplier emails an invoice to the business’s receipts address.
- GmailInvoice received
- Google DriveFiled in the right folder
- AI document readingKey details read
- Google SheetsExpense recorded for review
- Deadline reminderFiling date reminder scheduled
- Accountant packQuarter summary prepared
Filed, read and recorded the day it arrived. At quarter end your accountant gets complete records instead of a shoebox.
How it works
Each step, in plain language.
1. One place for receipts
Suppliers and your team send receipts and invoices to one email address, or drop photos into one folder. That is the only habit anyone needs.
2. File automatically
Each document is saved to Google Drive in a folder for the year and quarter, renamed with the date and supplier so it can always be found.
3. Read the details
AI document reading extracts the supplier, date, amount and the tax shown on the document. Anything unclear is flagged rather than guessed.
4. Record for review
Each document becomes a row in your income and expenses sheet with a suggested category. Your bookkeeper or accountant confirms the category; the automation only suggests.
5. Remind before deadlines
Filing dates agreed with your accountant go on a calendar, and reminders arrive two weeks ahead with a list of anything still missing.
6. Send the quarterly pack
At quarter end your accountant receives the totals, the sheet and a link to the receipts folder, ready for them to review and file.
What stays human
Automated where it helps. Personal where it matters.
We commit to
- Collecting and filing receipts and invoices
- Reading amounts and dates, with unclear ones flagged
- Keeping income and expense records up to date
- Deadline reminders and the quarterly pack for your accountant
We won’t
- File tax returns or make tax payments automatically
- Decide how an expense is treated for tax
- Replace your accountant or bookkeeper
This is a demonstration built by ARKIELLO to show what is possible. It is not a client project and it is not tax or accounting advice. Tax rules and filing dates differ by country and business; your accountant decides how records are treated and files your returns.
Other samples
More workflows to explore.
Your version
Tell us the task you repeat every day.
Describe how it is done today and which tools you use. We will map the steps and tell you what can run on its own before anything is built.