Review and approve employee expenses with forms, OpenAI and Google Workspace Workflow Solution

Workflow overview

Why this workflow matters

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

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 notify employees instantly, while rejected or unclear cases automatically schedule a follow-up discussion. All actions are logged to keep finance records clean and auditable. Step-by-step Step 1: Capture, summarize, and request approval** On Expense Form Submission – Captures structured expense details submitted by employees. Append row in sheet – Stores each expense entry in Google Sheets for tracking. AI Agent – Reviews the expense description and validates whether the full amount is justified. OpenAI Chat Model – Powers the AI reasoning used to analyze the expense. Output Parser – Converts the AI response into a structured decision format. If – Routes the flow based on whether the expense is appropriate or not. Step 2: Manager reviews and responds** Send Email to Manager for Approval – Sends an approval email when the expense is justified. Send Email to Manager for Approval1 – Sends a clarification-required email when justification is unclear. If1 – Checks the manager’s approve or reject response from the email. Step 3: Notify employee or schedule discussion** Send a message – Notifies the employee when the expense is approved. Booking Agent – Automatically finds the next available business-day time slot if the expense is rejected. OpenAI – Interprets availability rules and slot selection logic. Get Events – Fetches existing calendar events for the selected day. Check Availability – Identifies free time slots within working hours. Output Parser1 – Structures the selected meeting time. Send a message2 – Emails the employee with discussion details when clarification is required. Why use this? Enforce consistent expense validation before manager review. Reduce manual back-and-forth between employees, managers, and finance. Keep a centralized, auditable record of all expense submissions. Speed up reimbursements with automated approvals and notifications. Handle rejected expenses professionally with automatic discussion scheduling.

Best fit

Need another direction?