{ "id": "Xxg3JlB1tLokdTLX", "name": "Automated Employee Trip Expense Reporting/Parsing with Jotform, OpenAI", "tags": [ { "id": "TDW7E4RVCMchXf5b", "name": "published", "createdAt": "2025-10-13T01:18:01.305Z", "updatedAt": "2025-10-13T01:18:01.305Z" } ], "nodes": [ { "id": "ae436ed6-120f-48be-b7e7-e804e9d7971a", "name": "Sticky Note5", "type": "n8n-nodes-base.stickyNote", "position": [ 2304, 464 ], "parameters": { "color": 6, "width": 892, "height": 496, "content": "## Extract and Parse Invoices with AI Agent\n\nUploaded PDF receipts are processed using OCR and AI. The DocClaim Assistant extracts key invoice details such as vendor, date, amount, and itemized lines, then outputs them in a clean, structured JSON format ready for further processing." }, "typeVersion": 1 }, { "id": "02b1d929-bda6-4a7f-a65c-f43de6240c04", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ 3952, 496 ], "parameters": { "color": 3, "width": 556, "height": 336, "content": "## Send Claim Summary to Finance Team\n\nA formatted email with the employee\u2019s business trip and expense breakdown is sent to the finance team for review and reimbursement. The email includes vendor names, invoice totals, dates, and itemized expense tables." }, "typeVersion": 1 }, { "id": "22dcfa29-8e16-408a-9b92-34a48b2658cf", "name": "Transform Output", "type": "n8n-nodes-base.code", "position": [ 3376, 640 ], "parameters": { "jsCode": "// Static or dynamic employee information\nconst profile = $('On form submission').first().json;\nconst employee = {\n name: profile[\"Employee Name\"],\n department: profile[\"Department\"],\n tripPurpose: profile[\"Trip Purpose\"],\n fromDate: profile[\"From Date\"],\n toDate: profile[\"To Date\"],\n};\n\n// Collect parsed expense outputs\nconst items = $input.all();\nconst expenses = items.map((item, index) => {\n const data = item.json.output;\n\n return {\n index: index + 1,\n expenseType: data.expense_type || \"\",\n vendor: data.vendor_name || \"\",\n invoiceNumber: data.invoice_number || \"\",\n receiptNumber: data.receipt_number || \"\",\n issueDate: data.issue_date || \"\",\n totalAmount: data.total_amount || 0,\n currency: data.currency || \"\",\n taxAmount: data.tax_amount || 0,\n paymentMethod: data.payment_method || \"\",\n location: data.location || \"\",\n notes: data.notes || \"\",\n items: data.itemized_descriptions || []\n };\n});\n\nreturn [\n {\n json: {\n employee,\n expenses\n }\n }\n];" }, "typeVersion": 2 }, { "id": "8e2b4203-b162-4a1b-97ae-4d99c40cb4ee", "name": "Upload file", "type": "n8n-nodes-base.googleDrive", "position": [ 2448, 256 ], "parameters": { "name": "=invoice-{{ $now.toFormat(\"yyyyLLdd-HHmmss\") }}-{{$binary.data.fileName}}", "driveId": { "__rl": true, "mode": "list", "value": "My Drive" }, "options": {}, "folderId": { "__rl": true, "mode": "list", "value": "1IPcko8bzogO3W4mxhrW2Q017QA0Lc5MI", "cachedResultUrl": "https://drive.google.com/drive/folders/1IPcko8bzogO3W4mxhrW2Q017QA0Lc5MI", "cachedResultName": "SmartSales" } }, "typeVersion": 3 }, { "id": "f466932a-518c-42fb-b4d5-5336fe13217e", "name": "Sticky Note9", "type": "n8n-nodes-base.stickyNote", "position": [ 2304, 112 ], "parameters": { "color": 5, "width": 892, "height": 320, "content": "## Store Invoices in Google Sheet\n\nThe parsed invoice records are transformed and appended to a Google Sheet for tracking, auditing, or reimbursement purposes. Each uploaded receipt is saved with relevant trip metadata and financial details." }, "typeVersion": 1 }, { "id": "e22da4b4-536b-49f5-9fd5-ad9e42fa916b", "name": "Sticky Note10", "type": "n8n-nodes-base.stickyNote", "position": [ 3264, 496 ], "parameters": { "color": 7, "width": 620, "height": 336, "content": "## Transform and Generate HTML Email\n\nThis step prepares a professional email summary by combining employee trip details and all extracted expense information. The result is an HTML email template suitable for sending to the finance department." }, "typeVersion": 1 }, { "id": "7e56bf01-4ba6-4beb-919b-786ce0ad2011", "name": "Extract from File", "type": "n8n-nodes-base.extractFromFile", "position": [ 2448, 640 ], "parameters": { "options": {}, "operation": "pdf" }, "typeVersion": 1 }, { "id": "a384703f-fd64-4743-ad74-283d38d2ab1a", "name": "Append row in sheet", "type": "n8n-nodes-base.googleSheets", "position": [ 2928, 256 ], "parameters": { "columns": { "value": {}, "schema": [ { "id": "EmployeeName", "type": "string", "display": true, "removed": false, "required": false, "displayName": "EmployeeName", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Department", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Department", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "TripPurpose", "type": "string", "display": true, "removed": false, "required": false, "displayName": "TripPurpose", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "FromDate", "type": "string", "display": true, "removed": false, "required": false, "displayName": "FromDate", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "ToDate", "type": "string", "display": true, "removed": false, "required": false, "displayName": "ToDate", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "FileName", "type": "string", "display": true, "removed": false, "required": false, "displayName": "FileName", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "DownloadURL", "type": "string", "display": true, "removed": false, "required": false, "displayName": "DownloadURL", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Size", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Size", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "SubmittedAt", "type": "string", "display": true, "removed": false, "required": false, "displayName": "SubmittedAt", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "autoMapInputData", "matchingColumns": [], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "list", "value": "gid=0", "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1qk6OebcuZkIRorf1k235ew88oZ-UlUJSyiHFqZYDbaU/edit#gid=0", "cachedResultName": "Sheet1" }, "documentId": { "__rl": true, "mode": "list", "value": "1qk6OebcuZkIRorf1k235ew88oZ-UlUJSyiHFqZYDbaU", "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1qk6OebcuZkIRorf1k235ew88oZ-UlUJSyiHFqZYDbaU/edit?usp=drivesdk", "cachedResultName": "Invoices Tracking" } }, "typeVersion": 4.6 }, { "id": "67200fe9-b12a-4c5a-998d-1b1791771f2b", "name": "Transform invoice record", "type": "n8n-nodes-base.code", "position": [ 2688, 256 ], "parameters": { "mode": "runOnceForEachItem", "jsCode": "const claimForm = $('On form submission').first().json;\nreturn {\n EmployeeName: claimForm[\"Employee Name\"],\n Department: claimForm[\"Department\"],\n TripPurpose: claimForm[\"Trip Purpose\"],\n FromDate: claimForm[\"From Date\"],\n ToDate: claimForm[\"To Date\"],\n FileName: $json.name,\n DownloadURL: $json.webContentLink,\n Size: $json.size,\n SubmittedAt: claimForm[\"submittedAt\"]\n }" }, "typeVersion": 2 }, { "id": "87b360c0-219a-451e-8035-7de9a3d1d1c5", "name": "Structured Output Parser", "type": "@n8n/n8n-nodes-langchain.outputParserStructured", "position": [ 2928, 816 ], "parameters": { "jsonSchemaExample": "{\n \"expense_type\": \"Hotel\",\n \"vendor_name\": \"Grand Central Hotel\",\n \"invoice_number\": \"INV-20250802-001\",\n \"receipt_number\": \"RCPT-56789\",\n \"issue_date\": \"2025-08-02\",\n \"total_amount\": 150.00,\n \"tax_amount\": 15.00,\n \"currency\": \"USD\",\n \"payment_method\": \"Credit Card\",\n \"location\": \"Hanoi, Vietnam\",\n \"trip_purpose\": \"Client Meeting\",\n \"trip_dates\": {\n \"from\": \"2025-08-02\",\n \"to\": \"2025-08-03\"\n },\n \"itemized_descriptions\": [\n {\n \"category\": \"Accommodation\",\n \"description\": \"1 night stay - Deluxe Room\",\n \"quantity\": 1,\n \"unit_price\": 120.00,\n \"line_total\": 120.00\n },\n {\n \"category\": \"Service Charge\",\n \"description\": \"Hotel service fee\",\n \"quantity\": 1,\n \"unit_price\": 10.00,\n \"line_total\": 10.00\n },\n {\n \"category\": \"Tax\",\n \"description\": \"VAT 10%\",\n \"quantity\": 1,\n \"unit_price\": 15.00,\n \"line_total\": 15.00\n }\n ],\n \"notes\": \"\"\n}" }, "typeVersion": 1.3 }, { "id": "1f1e51c8-918b-4284-b5b2-72cfceb4fb46", "name": "Create HTML Email Template", "type": "n8n-nodes-base.code", "position": [ 3664, 640 ], "parameters": { "jsCode": "const data = $input.first().json;\n\nconst { employee, expenses } = data;\n\n// Helper to generate expense summary rows\nconst expenseSummaryRows = expenses.map(expense => `\n \n ${expense.index}\n ${expense.expenseType}\n ${expense.vendor}\n ${expense.issueDate}\n ${expense.totalAmount}\n ${expense.currency}\n ${expense.taxAmount}\n ${expense.paymentMethod}\n \n`).join(\"\");\n\n// Helper to generate detailed tables for each expense\nconst expenseDetailSections = expenses.map(expense => {\n const itemRows = (expense.items || []).map(item => `\n \n ${item.category}\n ${item.description}\n ${item.quantity}\n ${item.unit_price}\n ${item.line_total}\n \n `).join(\"\");\n\n return `\n
\n

Details for Expense #${expense.index} - ${expense.expenseType}

\n

Vendor: ${expense.vendor}

\n

Invoice No.: ${expense.invoiceNumber}

\n

Receipt No.: ${expense.receiptNumber}

\n

Location: ${expense.location}

\n

Notes: ${expense.notes}

\n \n \n \n \n \n \n \n \n \n \n ${itemRows}\n
CategoryDescriptionQtyUnit PriceLine Total
\n
\n `;\n}).join(\"\");\n\nconst html = `\n\n\n\n \n \n\n\n\n

Expense Claim Request

\n\n

Employee Name: ${employee.name}

\n

Department: ${employee.department}

\n

Trip Purpose: ${employee.tripPurpose}

\n

Trip Dates: ${employee.fromDate} to ${employee.toDate}

\n\n

Expense Summary

\n \n \n \n \n \n \n \n \n \n \n \n \n \n \n ${expenseSummaryRows}\n \n
#TypeVendorIssue DateTotalCurrencyTaxPayment
\n\n ${expenseDetailSections}\n\n

Thank you,
${employee.name}

\n\n\n\n`;\n\nreturn [{ json: { html } }];" }, "typeVersion": 2 }, { "id": "8869ddc8-9058-4fd0-a9f6-fd8cdf4ce152", "name": "Handle multiple files", "type": "n8n-nodes-base.code", "position": [ 2080, 496 ], "parameters": { "jsCode": "const data = $input.item.json;\nconst binaryData = $input.item.binary;\n\nlet output = [];\n\nObject.keys(binaryData)\n .filter(label => label.startsWith(\"Receipts___Invoices_\"))\n .forEach(label => {\n output.push({\n json: data,\n binary: { data: binaryData[label] }\n });\n });\n\nreturn output;" }, "typeVersion": 2 }, { "id": "55eb7432-ce93-470a-89f3-b97eba58f0bb", "name": "GPT", "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi", "position": [ 2704, 816 ], "parameters": { "model": { "__rl": true, "mode": "list", "value": "gpt-4.1-mini", "cachedResultName": "gpt-4.1-mini" }, "options": {} }, "credentials": { "openAiApi": { "name": "" } }, "typeVersion": 1.2 }, { "id": "b84f4ee1-1b5c-462a-aa28-a3728f0278b1", "name": "Send a message", "type": "n8n-nodes-base.gmail", "position": [ 4160, 656 ], "parameters": { "message": "={{ $json.html }}", "options": {}, "subject": "=Expense Claim Request - {{ $('Transform Output').item.json.employee.name }} \u2013 {{ $('Transform Output').item.json.employee.department }} - {{ $('Transform Output').item.json.employee.tripPurpose }}" }, "credentials": { "gmailOAuth2": { "name": "" } }, "typeVersion": 2.1 }, { "id": "5d3b5722-a2a5-4bfe-91a6-629debcfe895", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ 1648, 304 ], "parameters": { "width": 336, "height": 144, "content": "## Jotform Trigger\nJotform account with expense form setup [Sign up for free here](https://www.jotform.com/?partner=mediajade)" }, "typeVersion": 1 }, { "id": "c4147239-207f-414e-b185-61137351bde9", "name": "Document Extractor", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ 2720, 640 ], "parameters": { "text": "=Extract all relevant information from thisreceipt or invoice below:\n---\n{{ $json.text }}\n---\nI need the output in a structured format suitable for generating a business expense claim report. Include fields like vendor name, invoice or receipt number, date, total amount, tax, payment method, currency, and item descriptions.", "options": { "systemMessage": "You are an intelligent document extraction assistant trained to accurately parse receipts and invoices from uploaded PDF files.\n\nYour task is to extract all relevant financial and business details typically required for expense reporting, including but not limited to:\n\nVendor Name\n\nInvoice Number / Receipt Number\n\nDate of Issue\n\nTotal Amount\n\nTax Amount\n\nCurrency\n\nPayment Method\n\nItemized Descriptions (each with name, quantity, price, and tax if available)\n\nInstructions:\n\nOutput the extracted data in a clean, structured JSON format.\n\nUse consistent and standardized field names (e.g., vendor_name, invoice_number, date, total_amount, currency, etc.).\n\nIf any field is missing or unreadable, include it with a null or empty string value \u2014 do not omit it.\n\nExclude all decorative, explanatory, or non-financial text.\n\nFocus on accuracy, completeness, and format consistency." }, "promptType": "define", "hasOutputParser": true }, "typeVersion": 2.1 }, { "id": "2f1a67be-2e59-4c6c-b3a5-1e0604c0b45a", "name": "Jotform Trigger", "type": "n8n-nodes-base.jotFormTrigger", "position": [ 1760, 496 ], "parameters": { "form": "252815424602048" }, "credentials": { "jotFormApi": { "name": "" } }, "typeVersion": 1 } ], "active": false, "settings": { "executionOrder": "v1" }, "versionId": "86277b60-569c-4293-862f-a6fd93799c6d", "connections": { "GPT": { "ai_languageModel": [ [ { "node": "Document Extractor", "type": "ai_languageModel", "index": 0 } ] ] }, "Upload file": { "main": [ [ { "node": "Transform invoice record", "type": "main", "index": 0 } ] ] }, "Send a message": { "main": [ [] ] }, "Jotform Trigger": { "main": [ [ { "node": "Handle multiple files", "type": "main", "index": 0 } ] ] }, "Transform Output": { "main": [ [ { "node": "Create HTML Email Template", "type": "main", "index": 0 } ] ] }, "Extract from File": { "main": [ [ { "node": "Document Extractor", "type": "main", "index": 0 } ] ] }, "Document Extractor": { "main": [ [ { "node": "Transform Output", "type": "main", "index": 0 } ] ] }, "Handle multiple files": { "main": [ [ { "node": "Upload file", "type": "main", "index": 0 }, { "node": "Extract from File", "type": "main", "index": 0 } ] ] }, "Structured Output Parser": { "ai_outputParser": [ [ { "node": "Document Extractor", "type": "ai_outputParser", "index": 0 } ] ] }, "Transform invoice record": { "main": [ [ { "node": "Append row in sheet", "type": "main", "index": 0 } ] ] }, "Create HTML Email Template": { "main": [ [ { "node": "Send a message", "type": "main", "index": 0 } ] ] } } }