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Automated trip expense claim form with OpenAI agent & Google Drive

n8n12 modulesv1.0

GmailGoogle SheetsOpenAIGoogle DriveXeroQuickBooks

At a glance

Automated trip expense claim form with OpenAI agent & Google Drive is a ready-made n8n workflow you import as a workflow JSON file — no build required. It connects Gmail, Google Sheets, OpenAI, Google Drive. It's free to download. Follow the 5-step import below to go live in minutes.

About this workflow

Automated Trip Expense Claim Form With OpenAI Agent & Google Drive Watch the demo video below: []( > This workflow is designed for employees who need to submit expense claims for business trips. It automates the process of extracting data from receipts/invoices, logging it to a Google Sheet, and notifying the finance team via email. 👤 Who’s it for Ideal users: - Employees submitting business trip expense claims - HR or Admins reviewing travel-related reimbursements - Finance teams responsible for processing claims ⚙️ How it works / What it does 1. Employee submits a form with trip information (name, department, purpose, dates) and uploads one or more receipts/invoices (PDF). 2. Uploaded files are saved to Google Drive for record-keeping. 3. Each PDF is passed to a DocClaim Assistant agent, which uses GPT-4o and a structured parser to extract structured invoice data. 4. The data is transformed and formatted into a standard JSON structure. 5. Two parallel paths are followed: - Invoice records are appended to a Google Sheet for centralized tracking. - A detailed HTML email summarizing the trip and expenses is generated and sent to the finance department for claim processing. 🛠 How to set up 1. Create a form to capture: - Employee Name - Department - Trip Purpose - From Date / To Date - Receipt/Invoice File Upload (multiple PDFs) 2. Configure file upload node to store files in a specific Google Drive folder. 3. Set up DocClaim Agent using: - GPT-4o or any LLM with document analysis capability - Output parser for standardizing extracted receipt data (e.g., vendor, total, tax, date) 4. Transform extracted data into a structured claim record (Code Node). 5. Path 1: Save records to a Google Sheet (one row per expense). 6. Path 2: - Format the employee + claim data into a dynamic HTML email - Use Send Email node to notify the finance department (e.g., finance@yourcompany.com) ✅ Requirements - n8n running with access to: - Google Drive API (for file uploads) - Google Sheets API (for logging expenses) - Email node (SMTP or Gmail for sending) - GPT-4o or equivalent LLM with document parsing ability - PDF invoices with clear formatting - Shared Google Sheet for claim tracking - Optional: Shared inbox for finance team 🧩 How to customize the workflow - Add approval steps: route the email to a manager before finance - Attach original PDFs: include uploaded files in the email as attachments - Localize for other languages: adapt form labels, email content, or parser prompts - Sync to ERP or accounting system: replace Google Sheet with QuickBooks, Xero, etc. - Set limits/validation: enforce max claim per trip or required fields before submission - Auto-tag expenses: add categories (e.g., travel, accommodation) for better reporting

Automated trip expense claim form with OpenAI agent & Google Drive

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About this workflow

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Step 1: Connect your apps

Step 2: Import the workflow JSON

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