Mar 11 • General Discussion 💬
Built an AI that reads cryptic bank statements and automatically tracks +50 tenants' rent. Full breakdown inside.
I automated a property manager's entire rent collection workflow with n8n + GPT-4.1 Mini. Here's exactly how it works
The client had ~20 tenants. Every month, they'd manually cross-reference cryptic bank statements like:
"{{Name}} RENT 28185XXXXXXX117000N 608009 10 31DEC25 18:54"
...with a spreadsheet. Hours of work. Missed payments. Balances always wrong.
I built 4 interlocked n8n workflows that now handle everything automatically:
→ AI reads the raw bank description and matches it to the correct tenant, using GPT-4.1 Mini with a live Google Sheets lookup as a tool (not a static prompt)
→ Detects if it's the tenant's first or second payment this month, applies the right balance logic
→ End-of-month: no payment detected
→ auto-logs "Didn't pay", deducts rent from running balance
→ Pushes a monitoring dashboard with this month + last month side-by-side for every tenant
→ Idempotent, marks each transaction "Logged" so re-runs never double-count
The tricky engineering parts:
1. AI with a live tool, not a static prompt. The model calls back to the lookup sheet in real time. Updating tenant records = zero workflow changes.
2. Graceful failure routing. If the AI can't match a description, it returns structured JSON → routed to an error sheet. Never crashes the batch.
3. Rate limit protection. Wait nodes between every Sheets write. No silent failures from API throttling.
Result: 0 hours of manual work per month, full audit trail, late payments auto-detected on the last day of every month.
Stack: n8n · Google Sheets API · GPT-4.1 Mini · Scheduled triggers
Got a messy manual process like this? Drop it in the comments. I'll tell you how I'd automate it
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Built an AI that reads cryptic bank statements and automatically tracks +50 tenants' rent. Full breakdown inside.
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