# Approve employee expenses with OpenAI and Google Sheets: n8n workflow

> Started by another system calling it, and works across Gmail, Google Sheets and Telegram. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/approve-employee-expenses-with-openai-and-google-sheets (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Money admin](https://millionrounds.com/workflows?category=Money+admin#library)

# Approve employee expenses with OpenAI and Google Sheets

Started by another system calling it, and works across Gmail, Google Sheets and Telegram. It hands the judgement calls to OpenAI. 18 steps, 2 branches: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fapprove-employee-expenses-with-openai-and-google-sheets)

**18 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 2 Model 4 Logic 5 Service 7

The steps in the order they run, from what starts it.

- 1 **Receive Expense Submission** Webhook *Starts it*
- 2 **OpenAI Expense Model** Lm Chat Open Ai *Model*
- 3 **Monthly Summary Trigger** Schedule trigger *Starts it*
- 4 **OpenAI Monthly Model** Lm Chat Open Ai *Model*
- 5 **Set Expense Fields** Set *Logic*
- 6 **Expense Evaluation Agent** Agent *Model*
- 7 **Get Expenses from Sheet** Google Sheets *Service*
- 8 **Summarize Monthly Expenses** Agent *Model*
- 9 **Validate Expense Input** If *Logic*
- 10 **Set AI Analysis Fields** Set *Logic*
- 11 **Filter Current Month** Code *Logic*
- 12 **Send Monthly Report to Manager** Telegram *Service*
- 13 **Notify Invalid Submission** Telegram *Service*
- 14 **Append Expense to Sheets** Google Sheets *Service*
- 15 **Needs Manager Approval?** If *Logic*
- 16 **Notify Manager via Telegram** Telegram *Service*
- 17 **Inform Employee via Telegram** Telegram *Service*
- 18 **Email Manager with Details** Gmail *Service*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 18, with 2 branches
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Sheets, Telegram
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Sheets and Telegram accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on another system calling it.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 18 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 18 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fapprove-employee-expenses-with-openai-and-google-sheets)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Telegram](https://millionrounds.com/workflows?service=Telegram#library)

## Workflows like it

Also money admin, with the same services where possible, closest in size first.

- [**Audit expense reports with OpenAI and Slack** 18 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/audit-expense-reports-with-openai-and-slack)
- [**Automate invoice processing with OCR.Space and OpenAI** 18 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/automate-invoice-processing-with-ocr-space-and-openai)
- [**Automate invoice processing with OpenAI and XML** 18 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/automate-invoice-processing-with-openai-and-xml)
- [**Automated invoice processing system with Airtable** 18 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/automated-invoice-processing-system-with-airtable)
- [**Automated tax filing with OpenAI** 18 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/automated-tax-filing-with-openai)
- [**Extract & classify invoices & receipts with Gmail and OpenAI** 18 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/extract-and-classify-invoices-and-receipts-with-gmail-and-op)