Automated Employee Trip Expense Processing with Jotform, OpenAI and Google Sheets Solution

Workflow overview

Why this workflow matters

Improves internal consulting operations and productivity. Relevant for managed services and support workflows.

👤 Who’s it for 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. 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 Employee submits a form with trip information (name, department, purpose, dates) and uploads one or more receipts/invoices (PDF). Uploaded files are saved to Google Drive for record-keeping. Each PDF is passed to a DocClaim Assistant agent, which uses GPT-4o and a structured parser to extract structured invoice data. The data is transformed and formatted into a standard JSON structure. 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 Create a form to capture: Employee Name Department Trip Purpose From Date / To Date Receipt/Invoice File Upload (multiple PDFs) Configure file upload node to store files in a specific Google Drive folder. 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) Transform extracted data into a structured claim record (Code Node). Path 1: Save records to a Google Sheet (one row per expense). 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 Jotform account with expense form setup Sign up for free here AlekSystem 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

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