{"product_id":"n8n-mileage-reimbursement-report-google-calendar-openai-dropbox","title":"n8n Mileage Reimbursement Report: Google Calendar + OpenAI + Dropbox","description":"\u003ch3\u003eTurn Google Calendar trips into an accountant-ready mileage reimbursement Excel—automatically\u003c\/h3\u003e\n\u003cp\u003eThis n8n workflow converts monthly Google Calendar trip events into a structured mileage reimbursement report in \u003cstrong\u003eExcel (XLSX)\u003c\/strong\u003e. It uses \u003cstrong\u003eOpenAI\u003c\/strong\u003e to extract trip details from free-text events, \u003cstrong\u003eOpenStreetMap (Nominatim)\u003c\/strong\u003e and \u003cstrong\u003eOSRM\u003c\/strong\u003e to compute driving distances, then uploads the file to \u003cstrong\u003eDropbox\u003c\/strong\u003e. In live mode, it also prepares a \u003cstrong\u003eGmail draft\u003c\/strong\u003e with validation checks for your accountant.\u003c\/p\u003e\n\n\u003ch3\u003eWhat this workflow does\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003e\n\u003cstrong\u003eRuns monthly\u003c\/strong\u003e on the \u003cstrong\u003e1st\u003c\/strong\u003e at \u003cstrong\u003e07:00\u003c\/strong\u003e (or manually) and processes the \u003cstrong\u003eprevious month\u003c\/strong\u003e by default, with an optional manual month override.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003ePulls Google Calendar events\u003c\/strong\u003e for the target month and interprets trip information from titles formatted like “Departure \u0026gt; Arrival, km, purpose”.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eHandles multi-day travel\u003c\/strong\u003e by marking “\u003cstrong\u003eTrasferta\u003c\/strong\u003e” events as away days.\u003c\/li\u003e\n  \u003cli\u003eSends remaining free-text trip events to \u003cstrong\u003eOpenAI\u003c\/strong\u003e to extract: whether it’s a car trip, ordered stops, optional \u003cstrong\u003ekm\u003c\/strong\u003e, purpose, and whether it’s \u003cstrong\u003eone-way or round-trip\u003c\/strong\u003e.\u003c\/li\u003e\n  \u003cli\u003eIf \u003cstrong\u003ekm is missing\u003c\/strong\u003e (or when verification is enabled), it \u003cstrong\u003egeocodes stop names\u003c\/strong\u003e via OpenStreetMap Nominatim and calculates \u003cstrong\u003edriving distance\u003c\/strong\u003e using \u003cstrong\u003eOSRM routing\u003c\/strong\u003e.\u003c\/li\u003e\n  \u003cli\u003eBuilds a \u003cstrong\u003eper-day reimbursement table\u003c\/strong\u003e, totals mileage, and flags issues such as \u003cstrong\u003ekm mismatches vs route\u003c\/strong\u003e, \u003cstrong\u003eduplicate trips\u003c\/strong\u003e, \u003cstrong\u003eexcessive daily km\u003c\/strong\u003e, and \u003cstrong\u003eAI-parsed trips that require review\u003c\/strong\u003e.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eGenerates an XLSX\u003c\/strong\u003e report and \u003cstrong\u003euploads it to Dropbox\u003c\/strong\u003e.\u003c\/li\u003e\n  \u003cli\u003eIn \u003cstrong\u003elive mode\u003c\/strong\u003e, records the processed month in an \u003cstrong\u003en8n Data Table\u003c\/strong\u003e to avoid duplicate drafting, then creates a \u003cstrong\u003eGmail draft\u003c\/strong\u003e with the Excel attached and emails an \u003cstrong\u003eHTML summary\u003c\/strong\u003e.\u003c\/li\u003e\n\u003c\/ul\u003e\n\n\u003ch3\u003eUse cases\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003eEmployees who log travel in Google Calendar and need a monthly mileage reimbursement package with computed driving distances.\u003c\/li\u003e\n  \u003cli\u003eSaaS operators and automation engineers who want a reliable, auditable workflow combining AI parsing + routing validation.\u003c\/li\u003e\n  \u003cli\u003eTeams that require accountant-friendly submission via Gmail drafts and a stored file in Dropbox.\u003c\/li\u003e\n\u003c\/ul\u003e\n\n\u003ch3\u003eTechnical details\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003e\n\u003cstrong\u003eIntegrations \/ nodes:\u003c\/strong\u003e Google Calendar (OAuth2), \u003cstrong\u003eOpenAI\u003c\/strong\u003e, \u003cstrong\u003eDropbox\u003c\/strong\u003e (OAuth2), Gmail (OAuth2).\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eLogic \u0026amp; processing:\u003c\/strong\u003e \u003ccode\u003eif\u003c\/code\u003e, \u003ccode\u003eset\u003c\/code\u003e, \u003ccode\u003ecode\u003c\/code\u003e, \u003ccode\u003efilter\u003c\/code\u003e, \u003ccode\u003egmail\u003c\/code\u003e, \u003ccode\u003edropbox\u003c\/code\u003e.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eDistance calculation:\u003c\/strong\u003e OpenStreetMap Nominatim + OSRM routing.\u003c\/li\u003e\n\u003c\/ul\u003e","brand":"N8N Commerce","offers":[{"title":"Default Title","offer_id":46312251064499,"sku":"N8N-21739","price":43.99,"currency_code":"GBP","in_stock":true}],"thumbnail_url":"\/\/cdn.shopify.com\/s\/files\/1\/0749\/6279\/6723\/files\/5CRLq9-bqXlFnCS5D739S_B1axJiaz.png?v=1793178315","url":"https:\/\/buyflowscripts.com\/products\/n8n-mileage-reimbursement-report-google-calendar-openai-dropbox","provider":"N8N Commerce","version":"1.0","type":"link"}