{"product_id":"expense-claim-approval-workflow-gemini-google-sheets-n8n","title":"Expense Claim Approval Workflow: Gemini + Google Sheets (n8n)","description":"\u003ch3\u003eApprove expense claims automatically—or route them for manager review—using Gemini and Google Sheets in n8n\u003c\/h3\u003e\n\u003cp\u003eThis \u003cstrong\u003eExpense Claim Approval Workflow\u003c\/strong\u003e in \u003cstrong\u003en8n\u003c\/strong\u003e ingests expense receipts (via \u003cstrong\u003ewebhook upload\u003c\/strong\u003e or \u003cstrong\u003eemail\/IMAP\u003c\/strong\u003e), extracts claim details with \u003cstrong\u003eGoogle Gemini\u003c\/strong\u003e, checks policy rules and ledger history in \u003cstrong\u003eGoogle Sheets\u003c\/strong\u003e, and then either \u003cstrong\u003eauto-approves\u003c\/strong\u003e or \u003cstrong\u003eemails a manager for approval\u003c\/strong\u003e—all while logging the final decision.\u003c\/p\u003e\n\n\u003ch3\u003eWhat this workflow does\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003e\n\u003cstrong\u003eReceives receipts\u003c\/strong\u003e from a file upload webhook or an email inbox attachment.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eSplits and normalizes supported files\u003c\/strong\u003e (PDF or images), capturing the employee’s \u003cem\u003ename\u003c\/em\u003e and \u003cem\u003eemail\u003c\/em\u003e from the webhook payload or email sender.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eExtracts expense claim fields\u003c\/strong\u003e with \u003cstrong\u003eGoogle Gemini\u003c\/strong\u003e, including vendor, date, amount, tax, category, and an initial auto-approve flag.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eApplies policy + risk checks\u003c\/strong\u003e by reading thresholds and prior spend from \u003cstrong\u003eGoogle Sheets\u003c\/strong\u003e to detect duplicates, compute employee\/category metrics, and determine the final approval requirement.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eLogs to a Google Sheets ledger\u003c\/strong\u003e for every claim.\u003c\/li\u003e\n  \u003cli\u003eIf web-uploaded, returns an immediate \u003cstrong\u003eJSON response\u003c\/strong\u003e indicating \u003cstrong\u003e“Auto-Approved”\u003c\/strong\u003e or \u003cstrong\u003e“Pending Approval.”\u003c\/strong\u003e\n\u003c\/li\u003e\n  \u003cli\u003eIf pending, sends a \u003cstrong\u003eGmail approval email\u003c\/strong\u003e with approve\/reject links, then updates the ledger status and notifies the employee by email.\u003c\/li\u003e\n  \u003cli\u003eIncludes a separate \u003cstrong\u003ewebhook endpoint\u003c\/strong\u003e to look up a claim by ID and return its current approval status from Google Sheets.\u003c\/li\u003e\n\u003c\/ul\u003e\n\n\u003ch3\u003eUse cases\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003eTurn receipt uploads into \u003cstrong\u003ereal-time expense approvals\u003c\/strong\u003e without manual data entry.\u003c\/li\u003e\n  \u003cli\u003eRoute higher-risk or duplicate claims for \u003cstrong\u003emanager approval\u003c\/strong\u003e with one-click Gmail links.\u003c\/li\u003e\n  \u003cli\u003eProvide employees a clear workflow: submit receipts, then receive an email decision automatically.\u003c\/li\u003e\n\u003c\/ul\u003e\n\n\u003ch3\u003eTechnical details\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003e\n\u003cstrong\u003en8n nodes\/integrations:\u003c\/strong\u003e if, code, webhook, sticky note, Google Sheets, Gmail.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eAPIs\/credentials required:\u003c\/strong\u003e Google Gemini (PaLM\/Gemini API), Google Sheets OAuth2, IMAP (email inbox attachments), Gmail OAuth2.\u003c\/li\u003e\n\u003c\/ul\u003e","brand":"N8N Commerce","offers":[{"title":"Default Title","offer_id":45962312319155,"sku":"N8N-18919","price":43.99,"currency_code":"GBP","in_stock":true}],"thumbnail_url":"\/\/cdn.shopify.com\/s\/files\/1\/0749\/6279\/6723\/files\/U_QUAFUqfdYYBQ4Lco67c_io2yMqWr.png?v=1788600287","url":"https:\/\/buyflowscripts.com\/products\/expense-claim-approval-workflow-gemini-google-sheets-n8n","provider":"N8N Commerce","version":"1.0","type":"link"}