# Fast-track expense reimbursements with UploadToURL: n8n workflow

> Started by someone submitting a form, and works across Gmail, Google Sheets and Slack. 17 steps, 2 branches: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/fast-track-expense-reimbursements-with-uploadtourl (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)

# Fast-track expense reimbursements with UploadToURL

Started by someone submitting a form, and works across Gmail, Google Sheets and Slack. 17 steps, 2 branches: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Ffast-track-expense-reimbursements-with-uploadtourl)

**17 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 Logic 8 Service 7

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

- 1 **Form Trigger - Submit Receipt** Form trigger *Starts it*
- 2 **Validate & Build Expense Record** Code *Logic*
- 3 **Has Remote URL?** If *Logic*
- 4 **Upload to URL - Remote** Upload To Url *Service*
- 5 **Upload to URL - Binary** Upload To Url *Service*
- 6 **Extract CDN URL** Code *Logic*
- 7 **Mindee - Extract Receipt Data** Http Request *Service*
- 8 **Parse OCR & Score Confidence** Code *Logic*
- 9 **Confidence Gate, Auto or Manager?** If *Logic*
- 10 **Mark Auto-Approved** Code *Logic*
- 11 **Slack - Manager Approval Request** Slack *Service*
- 12 **Expensify - Create Expense Entry** Http Request *Service*
- 13 **Mark Pending Manager Review** Code *Logic*
- 14 **Merge Approval + Expensify Result** Code *Logic*
- 15 **Sheets - Append Audit Row** Google Sheets *Service*
- 16 **Gmail - Employee Confirmation** Gmail *Service*
- 17 **Respond to Form** Respond To Webhook *Starts it*

## How it's built

- **Starts on:** Someone submitting a form
- **Steps:** 17, with 2 branches
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Sheets, Slack
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Sheets and Slack accounts. You connect your own accounts after importing it; none are included.

What starts it?

It starts on someone submitting a form.

Does it use AI?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Plan an afternoon. 17 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 17 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%2Ffast-track-expense-reimbursements-with-uploadtourl)
- **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)[Slack](https://millionrounds.com/workflows?service=Slack#library)

## Workflows like it

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

- [**An workflow that processes receipts from images.** 17 steps · Google Drive, Google Sheets](https://millionrounds.com/workflow/an-workflow-that-processes-receipts-from-images)
- [**Handle retail payment failures with Slack and Supabase** 17 steps · Gmail, Slack](https://millionrounds.com/workflow/handle-retail-payment-failures-with-slack-and-supabase)
- [**Invoice creator with Google Sheets** 17 steps · Email, Google Sheets](https://millionrounds.com/workflow/invoice-creator-with-google-sheets)
- [**Route multi-step expense approvals with Gmail and HTTP API** 17 steps · Gmail](https://millionrounds.com/workflow/route-multi-step-expense-approvals-with-gmail-and-http-api)
- [**Send Mercado Pago billing links and reminders** 17 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/send-mercado-pago-billing-links-and-reminders)
- [**Send invoice payment reminders with Gmail and Google Sheets** 17 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/send-invoice-payment-reminders-with-gmail-and-google-sheets)