Automation library · Money admin

Route vendor invoice approvals with Gmail 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.

MediumCalls a model: OpenAI

Download free
18 stepsMedium: a working afternoon
2Branches: places the flow splits
0Loops or waits
3Services it connects to

The flow

Starts it 1Model 2Logic 6Service 9

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

  1. 1When Invoice ReceivedWebhookStarts it
  2. 2AP ModelLm Chat Open AiModel
  3. 3Vendor Master ToolGoogle Sheets ToolService
  4. 4Approval Policy ToolGoogle Sheets ToolService
  5. 5Normalize InvoiceSetLogic
  6. 6AI Invoice AssistantAgentModel
  7. 7Validate Invoice InputIfLogic
  8. 8Parse Invoice DecisionCodeLogic
  9. 9Alert Invalid InvoiceTelegramService
  10. 10Route Approval DecisionCodeLogic
  11. 11Email Invalid NoticeGmailService
  12. 12Log Invoice to SheetGoogle SheetsService
  13. 13Reattach Invoice DecisionSetLogic
  14. 14If Needs Human ReviewIfLogic
  15. 15Email Approver for ReviewGmailService
  16. 16Email Vendor Auto ApprovalGmailService
  17. 17Alert Finance Lead ReviewTelegramService
  18. 18Notify Finance Auto ApprovedTelegramService

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.