Review and approve employee expenses with forms, OpenAI and Google Workspace
Ready for 3.0Ready for 3.0. This template uses no nodes that n8n 3.0 removes. No removed nodes, versions or helpers found. Static check, last run 2026-10-19.
What this workflow does
This AI workflow has 16 nodes and runs when someone submits an n8n form (“Employee Expense Reimbursement Form”). Along the way it connects OpenAI Chat Model, Google Sheets, Gmail and Google Calendar.
How it runs
Trigger: When someone submits an n8n form (“Employee Expense Reimbursement Form”).
- Append row in sheet (Google Sheets): append
- AI Agent: runs an AI agent, with model: OpenAI Chat Model; output parser: Output Parser
- If: checks a condition and branches into true / false
- Send Email to Manager for Approval (Gmail): send and wait for a reply
- Send Email to Manager for Approval (Gmail): send and wait for a reply
- If: checks a condition and branches into true / false
- Send a message (Gmail): uses Gmail
- Booking Agent (AI Agent): runs an AI agent, with model: OpenAI; 2 tools (Get Events, Check Availability); output parser: Output Parser
- Send a message (Gmail): uses Gmail
Services it uses
Before you upgrade to n8n 3.0
Nothing in this workflow is removed in n8n 3.0, so it should import and run after the upgrade.
Nodes used (8)
- n8n Form Trigger
n8n-nodes-base.formTrigger - AI Agent
@n8n/n8n-nodes-langchain.agent - OpenAI Chat Model
@n8n/n8n-nodes-langchain.lmChatOpenAi - If
n8n-nodes-base.if - Google Sheets
n8n-nodes-base.googleSheets - Structured Output Parser
@n8n/n8n-nodes-langchain.outputParserStructured - Gmail
n8n-nodes-base.gmail - Google Calendar Tool
n8n-nodes-base.googleCalendarTool
From the author
How it works This workflow automates employee expense reimbursements from submission to final resolution. Expenses are captured via a form, reviewed by an AI agent for justification, and routed to managers for approval or clarification. Approved expenses…