Approve and audit expense claims with Google Gemini and Google Sheets
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 33 nodes and runs when an HTTP POST request hits its webhook URL (plus 3 other triggers). Along the way it connects Google Gemini, Google Sheets and Gmail.
How it runs
Trigger: When an HTTP POST request hits its webhook URL (plus 3 other triggers).
- Split Bulk Attachments (Code): runs custom JavaScript code
- Find Claim By ID (Google Sheets): uses Google Sheets
- Parse Decision (Code): runs custom JavaScript code
- Capture Employee Info (Code): runs custom JavaScript code
- Respond - Status Check (Respond to Webhook): sends the response back to the webhook caller
- Find Pending Claim (Google Sheets): uses Google Sheets
- Ask Gemini to Read Receipt (Google Gemini): analyze (image)
- Approved or Rejected? (If): checks a condition and branches into true / false
- Parse Extracted Data (Code): runs custom JavaScript code
- Update Ledger - Approved (Google Sheets): update
…plus 19 more steps. See the full node list below.
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)
- Code
n8n-nodes-base.code - Google Gemini
@n8n/n8n-nodes-langchain.googleGemini - Google Sheets
n8n-nodes-base.googleSheets - If
n8n-nodes-base.if - Webhook
n8n-nodes-base.webhook - Respond to Webhook
n8n-nodes-base.respondToWebhook - Email Trigger (IMAP)
n8n-nodes-base.emailReadImap - Gmail
n8n-nodes-base.gmail
From the author
Quick overview This workflow accepts expense receipts via a web upload webhook or email (IMAP), uses Google Gemini to extract claim details, checks policy rules and past spend in Google Sheets, and either auto-approves and logs the claim or emails a manager…