{ "nodes": [ { "id": "d78dd4ad-7316-454a-b8c9-7e7d7882d8e3", "name": "\ud83d\udccb Overview", "type": "n8n-nodes-base.stickyNote", "position": [ 0, 0 ], "parameters": { "width": 560, "height": 648, "content": "## Fast-track expense reimbursements with UploadToURL, Mindee OCR, and Expensify\nThe Problem: Employees hate manual expense forms, and finance teams waste hours chasing blurry attachments and missing data.\nThe Solution: A \"snap-and-submit\" pipeline that hosts receipt photos via UploadToURL, extracts data via Mindee OCR, and handles auto-approvals via Slack.\n\n\u2699\ufe0f How it Works\nSubmission: Employee uploads a receipt photo via mobile form or Webhook.\n\nUploadToURL: Instantly hosts the photo and returns a permanent CDN link for the audit trail.\n\nMindee OCR: Automatically extracts merchant, total, date, and tax with high precision.\n\nSmart Approval: Low-value items are auto-approved; high-value items trigger a 1-click Slack approval for managers.\n\nLogging: Final data is synced to Expensify and Google Sheets.\n\n\ud83d\udd10 Credentials & Setup\nNode: Install n8n-nodes-uploadtourl via Community Nodes.\n\nAPIs: UploadToURL, Mindee, Expensify, and Slack.\n\nVariables: Set AUTO_APPROVE_THRESHOLD and EXPENSIFY_POLICY_ID" }, "typeVersion": 1 }, { "id": "8bc2b0d8-6cb8-4f6b-98be-34b9d43ab3c1", "name": "Section 1 \u2014 Upload", "type": "n8n-nodes-base.stickyNote", "position": [ 672, 688 ], "parameters": { "color": 7, "width": 776, "height": 578, "content": "## 1 \u2014 Form intake & upload\n\n**Form Trigger \u2192 Validate \u2192 Has URL? \u2192 Upload to URL (\u00d72) \u2192 Extract CDN URL**\n\nMobile-friendly form with fields for employee name, email, manager email, and expense category. Validates email format and file extension (`jpg`, `jpeg`, `png`, `pdf`, `heic`). UploadToURL hosts via the native community node. Filename is structured as `EXP-{timestamp}-{employeeSlug}.ext` for audit traceability." }, "typeVersion": 1 }, { "id": "88215ffc-3680-4cac-a05d-3235fbee621a", "name": "Section 2 \u2014 OCR & Gate", "type": "n8n-nodes-base.stickyNote", "position": [ 1504, 720 ], "parameters": { "color": 7, "width": 440, "height": 519, "content": "## 2 \u2014 Mindee OCR & confidence gate\n\n**Mindee Receipt API \u2192 Parse & Score \u2192 Confidence Gate (IF)**\n\nMindee's `/expense_receipts/v5/predict` endpoint returns structured fields with per-field confidence scores. The parse node computes a composite confidence score, flags missing required fields, and evaluates the auto-approve rule: `confidence \u2265 0.85 AND total \u2264 AUTO_APPROVE_THRESHOLD`. Below that threshold routes to auto-approve; above routes to manager." }, "typeVersion": 1 }, { "id": "924cd41e-9f8b-4d9e-b572-a4b3db687b0d", "name": "Section 3 \u2014 Approval", "type": "n8n-nodes-base.stickyNote", "position": [ 2064, 672 ], "parameters": { "color": 7, "width": 840, "height": 631, "content": "## 3 \u2014 Dual-path approval\n\n**Auto-approve branch:** Expensify entry created immediately, status set to `approved`, employee emailed with ETA.\n\n**Manager branch:** Slack posts an interactive message with receipt CDN link, extracted data, and Accept/Reject buttons to `MANAGER_SLACK_USER_ID`. On response the Expensify entry is created with the manager's decision. Both paths converge at the Sheets audit log node." }, "typeVersion": 1 }, { "id": "949db194-c812-4032-868f-ab68d03d00e9", "name": "Section 4 \u2014 Audit & Email", "type": "n8n-nodes-base.stickyNote", "position": [ 3056, 704 ], "parameters": { "color": 7, "width": 548, "height": 483, "content": "## 4 \u2014 Audit log & confirmation\n\n**Sheets - Append Audit Row \u2192 Gmail - Employee Confirmation**\n\nEvery expense \u2014 regardless of approval path \u2014 is written to the Google Sheet with full OCR data, confidence score, CDN URL, Expensify ID, and resolution timestamp. The employee receives a plain-text email confirming approval or review status and their reimbursement timeline." }, "typeVersion": 1 }, { "id": "4ac61781-ff01-43b6-873b-b3ca4f72ad75", "name": "Form Trigger - Submit Receipt", "type": "n8n-nodes-base.formTrigger", "position": [ 688, 1008 ], "parameters": { "options": {}, "formTitle": "Expense Reimbursement \u2014 Submit Receipt", "formFields": { "values": [ { "fieldLabel": "Your Full Name", "requiredField": true }, { "fieldType": "email", "fieldLabel": "Your Email", "requiredField": true }, { "fieldType": "email", "fieldLabel": "Manager Email", "requiredField": true }, { "fieldType": "dropdown", "fieldLabel": "Expense Category", "fieldOptions": { "values": [ { "option": "Meals & Entertainment" }, { "option": "Travel & Transport" }, { "option": "Accommodation" }, { "option": "Office Supplies" }, { "option": "Software & Subscriptions" }, { "option": "Client Gifts" }, { "option": "Other" } ] }, "requiredField": true }, { "fieldLabel": "Receipt Photo or PDF URL", "placeholder": "https://... or leave blank and upload below", "requiredField": true }, { "fieldType": "textarea", "fieldLabel": "Business Purpose", "placeholder": "e.g. Team lunch with client Acme Corp", "requiredField": true }, { "fieldLabel": "Project Code", "placeholder": "e.g. PROJ-204" } ] }, "responseMode": "responseNode", "formDescription": "Upload your receipt photo or PDF. Expenses under $50 with a clear receipt are approved automatically." }, "typeVersion": 2.2 }, { "id": "dba8fc24-bf9f-410c-bc78-396fdd5d935e", "name": "Validate & Build Expense Record", "type": "n8n-nodes-base.code", "position": [ 832, 1040 ], "parameters": { "jsCode": "const body = $input.first().json;\n\n// \u2500\u2500 Pull form fields \u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\nconst employeeName = String(body['Your Full Name'] || body.employeeName || '').trim();\nconst employeeEmail = String(body['Your Email'] || body.employeeEmail || '').trim().toLowerCase();\nconst managerEmail = String(body['Manager Email'] || body.managerEmail || '').trim().toLowerCase();\nconst category = String(body['Expense Category'] || body.category || 'Other').trim();\nconst fileUrl = String(body['Receipt Photo or PDF URL'] || body.fileUrl || '').trim();\nconst businessPurpose = String(body['Business Purpose'] || body.businessPurpose || '').trim();\nconst projectCode = String(body['Project Code'] || body.projectCode || '').trim();\n\n// \u2500\u2500 Required field guards \u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\nif (!employeeName) throw new Error('Employee name is required.');\nif (!employeeEmail) throw new Error('Employee email is required.');\nif (!managerEmail) throw new Error('Manager email is required.');\nif (!businessPurpose) throw new Error('Business purpose is required.');\nif (!fileUrl && !body.filename) throw new Error('Provide a receipt file URL or binary upload.');\n\n// \u2500\u2500 Email format validation \u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\nconst emailRx = /^[^\\s@]+@[^\\s@]+\\.[^\\s@]+$/;\nif (!emailRx.test(employeeEmail)) throw new Error(`Invalid employee email: ${employeeEmail}`);\nif (!emailRx.test(managerEmail)) throw new Error(`Invalid manager email: ${managerEmail}`);\nif (employeeEmail === managerEmail) throw new Error('Employee and manager email must be different.');\n\n// \u2500\u2500 Filename & extension \u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\nconst filename = body.filename ||\n fileUrl.split('?')[0].split('/').pop() ||\n 'receipt.jpg';\nconst ext = filename.split('.').pop()?.toLowerCase() || 'jpg';\nconst allowedExts = ['jpg', 'jpeg', 'png', 'pdf', 'heic', 'webp'];\nif (!allowedExts.includes(ext)) {\n throw new Error(`File type .${ext} not supported. Accepted: ${allowedExts.join(', ')}`);\n}\n\n// \u2500\u2500 Generate expense ID \u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\nconst expenseId = `EXP-${Date.now()}`;\nconst employeeSlug = employeeName.toLowerCase().replace(/[^a-z0-9]/g, '-').slice(0, 20);\nconst structuredFilename = `${expenseId}-${employeeSlug}.${ext}`;\n\n// \u2500\u2500 Auto-approve threshold from env var \u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\nconst autoApproveThreshold = parseFloat($vars.AUTO_APPROVE_THRESHOLD || '50');\n\nreturn [{\n json: {\n expenseId,\n employeeName,\n employeeEmail,\n managerEmail,\n category,\n businessPurpose,\n projectCode: projectCode || null,\n fileUrl: fileUrl || null,\n filename,\n structuredFilename,\n ext,\n autoApproveThreshold,\n submittedAt: new Date().toISOString()\n }\n}];" }, "typeVersion": 2 }, { "id": "e79c9f4b-d787-4170-8bde-fa08154ca8ff", "name": "Has Remote URL?", "type": "n8n-nodes-base.if", "position": [ 976, 1024 ], "parameters": { "options": {}, "conditions": { "options": { "caseSensitive": false, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "cond-url", "operator": { "type": "string", "operation": "notEmpty" }, "leftValue": "={{ $json.fileUrl }}", "rightValue": "" } ] } }, "typeVersion": 2 }, { "id": "fa8f26ea-dfb7-4e88-af4e-d240a08b89a1", "name": "Upload to URL - Remote", "type": "n8n-nodes-uploadtourl.uploadToUrl", "position": [ 1168, 944 ], "parameters": { "operation": "uploadFile" }, "credentials": { "uploadToUrlApi": { "name": "" } }, "typeVersion": 1 }, { "id": "afa9624e-6b5b-42db-9900-4f6ff8efa915", "name": "Upload to URL - Binary", "type": "n8n-nodes-uploadtourl.uploadToUrl", "position": [ 1168, 1104 ], "parameters": { "operation": "uploadFile" }, "credentials": { "uploadToUrlApi": { "name": "" } }, "typeVersion": 1 }, { "id": "0831a344-8c30-4c86-b932-90e19dec8286", "name": "Extract CDN URL", "type": "n8n-nodes-base.code", "position": [ 1344, 1008 ], "parameters": { "jsCode": "const uploadResp = $input.first().json;\nconst meta = $('Validate & Build Expense Record').first().json;\n\nconst cdnUrl =\n uploadResp.url ||\n uploadResp.link ||\n uploadResp.data?.url ||\n uploadResp.file?.url ||\n uploadResp.shortUrl;\n\nif (!cdnUrl) {\n throw new Error('UploadToURL returned no public URL. Raw: ' + JSON.stringify(uploadResp).slice(0, 300));\n}\n\nreturn [{\n json: {\n ...meta,\n cdnUrl: cdnUrl.replace(/^http:\\/\\//, 'https://'),\n uploadId: uploadResp.id || uploadResp.data?.id || null,\n fileSizeBytes: uploadResp.size || uploadResp.data?.size || null\n }\n}];" }, "typeVersion": 2 }, { "id": "8ec4dc59-b870-44bb-b6e0-928da07576ba", "name": "Mindee - Extract Receipt Data", "type": "n8n-nodes-base.httpRequest", "notes": "Calls Mindee's expense_receipts/v5/predict endpoint with the CDN URL. Returns structured fields with per-field confidence scores: total amount, tax, merchant name, date, currency, and category.", "position": [ 1584, 1008 ], "parameters": { "url": "https://api.mindee.net/v1/products/mindee/expense_receipts/v5/predict", "method": "POST", "options": { "timeout": 30000, "response": { "response": { "responseFormat": "json" } } }, "sendBody": true, "contentType": "multipart-form-data", "sendHeaders": true, "authentication": "genericCredentialType", "bodyParameters": { "parameters": [ { "name": "document", "parameterType": "formBinaryData" } ] }, "genericAuthType": "httpHeaderAuth", "headerParameters": { "parameters": [ { "name": "Authorization", "value": "Token {{ $credentials.value }}" } ] } }, "credentials": { "httpHeaderAuth": { "name": "" } }, "typeVersion": 4.2 }, { "id": "3bc45e41-5a93-46e8-ac20-8f74c950f8cb", "name": "Parse OCR & Score Confidence", "type": "n8n-nodes-base.code", "notes": "Extracts Mindee fields with per-field confidence. Composite score weights: total 40%, merchant 30%, date 20%, tax 10%. Auto-approve fires only when score \u2265 0.85 AND total \u2264 threshold AND no missing fields.", "position": [ 1760, 1008 ], "parameters": { "jsCode": "const mindeeResp = $input.first().json;\nconst meta = $('Extract CDN URL').first().json;\n\n// \u2500\u2500 Navigate Mindee v5 response structure \u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\nconst prediction = mindeeResp.document?.inference?.prediction || {};\n\n// \u2500\u2500 Helper: extract value + confidence from Mindee field \u2500\u2500\u2500\u2500\u2500\u2500\nconst getField = (field) => ({\n value: field?.value ?? null,\n confidence: field?.confidence ?? 0\n});\n\n// \u2500\u2500 Extract core fields \u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\nconst totalField = getField(prediction.total_amount);\nconst taxField = getField(prediction.total_tax);\nconst merchantField = getField(prediction.supplier_name);\nconst dateField = getField(prediction.date);\nconst currencyField = getField(prediction.locale?.currency || { value: 'USD', confidence: 0.5 });\nconst categoryField = getField(prediction.category);\nconst receiptNumField= getField(prediction.receipt_number);\n\n// \u2500\u2500 Normalise values \u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\nconst total = parseFloat(totalField.value) || null;\nconst tax = parseFloat(taxField.value) || null;\nconst merchant = String(merchantField.value || 'Unknown Merchant').trim();\nconst date = dateField.value\n ? new Date(dateField.value).toISOString().split('T')[0]\n : new Date().toISOString().split('T')[0];\nconst currency = String(currencyField.value || 'USD').toUpperCase().slice(0, 3);\nconst detectedCategory = categoryField.value || meta.category;\nconst receiptNumber = receiptNumField.value || null;\n\n// \u2500\u2500 Composite confidence score \u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\n// Weight by importance: total (40%), merchant (30%), date (20%), tax (10%)\nconst compositeConfidence = (\n totalField.confidence * 0.40 +\n merchantField.confidence * 0.30 +\n dateField.confidence * 0.20 +\n taxField.confidence * 0.10\n);\nconst confidenceScore = Math.round(compositeConfidence * 100) / 100;\n\n// \u2500\u2500 Flag missing required fields \u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\nconst missingFields = [];\nif (total === null) missingFields.push('total');\nif (merchantField.confidence < 0.5) missingFields.push('merchant (low confidence)');\nif (!dateField.value) missingFields.push('date');\n\n// \u2500\u2500 Auto-approve logic \u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\n// Auto-approve only if: high confidence AND total within threshold AND no missing fields\nconst meetsAutoApprove =\n confidenceScore >= 0.85 &&\n total !== null &&\n total <= meta.autoApproveThreshold &&\n missingFields.length === 0;\n\nconst approvalRoute = meetsAutoApprove ? 'auto' : 'manager';\n\n// \u2500\u2500 Format for display \u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\nconst totalFormatted = total !== null\n ? `${currency} ${total.toFixed(2)}`\n : 'Not detected';\n\nreturn [{\n json: {\n ...meta,\n // Extracted\n merchant,\n total,\n tax,\n currency,\n date,\n detectedCategory,\n receiptNumber,\n // Confidence\n confidenceScore,\n missingFields,\n perFieldConfidence: {\n total: totalField.confidence,\n merchant: merchantField.confidence,\n date: dateField.confidence,\n tax: taxField.confidence\n },\n // Routing\n approvalRoute,\n meetsAutoApprove,\n // Display\n totalFormatted,\n ocrStatus: missingFields.length === 0 ? 'complete' : 'partial'\n }\n}];" }, "typeVersion": 2 }, { "id": "9ab3672d-fda3-4ee0-9b98-3a11068ee8f7", "name": "Confidence Gate \u2014 Auto or Manager?", "type": "n8n-nodes-base.if", "position": [ 2080, 1008 ], "parameters": { "options": {}, "conditions": { "options": { "caseSensitive": false, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "cond-auto", "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.approvalRoute }}", "rightValue": "auto" } ] } }, "typeVersion": 2 }, { "id": "5cbb6bda-d4b3-4577-bab1-54e088f705a8", "name": "Mark Auto-Approved", "type": "n8n-nodes-base.code", "notes": "Marks the expense as auto-approved. Reimbursement ETA is 3 days for amounts under $25, 5 days otherwise. No manager interaction required.", "position": [ 2256, 912 ], "parameters": { "jsCode": "// Auto-approve path \u2014 mark as approved immediately\nconst data = $input.first().json;\nconst reimbursementDays = data.total <= 25 ? 3 : 5;\n\nreturn [{\n json: {\n ...data,\n approvalStatus: 'approved',\n approvedBy: 'Auto-approval system',\n approvedAt: new Date().toISOString(),\n rejectionReason: null,\n reimbursementEta: `${reimbursementDays} business days`,\n statusEmoji: '\u2705'\n }\n}];" }, "typeVersion": 2 }, { "id": "3ceb1d1d-13da-4b67-bb29-ea9495d0579f", "name": "Slack - Manager Approval Request", "type": "n8n-nodes-base.slack", "notes": "Sends a direct Slack message to the manager's user ID with approve/reject buttons. The button values carry expenseId and employeeEmail for the webhook handler to process.", "position": [ 2240, 1088 ], "parameters": { "text": "=\ud83d\udcb3 *Expense Approval Request*\n\n\ud83d\udc64 *{{ $json.employeeName }}* (`{{ $json.employeeEmail }}`)\n\ud83c\udfea Merchant: *{{ $json.merchant }}*\n\ud83d\udcb0 Total: *{{ $json.totalFormatted }}*{{ $json.tax ? ' | Tax: ' + $json.currency + ' ' + $json.tax.toFixed(2) : '' }}\n\ud83d\udcc5 Date: {{ $json.date }}\n\ud83d\uddc2 Category: {{ $json.detectedCategory }}\n\ud83d\udccb Purpose: _{{ $json.businessPurpose }}_\n{{ $json.projectCode ? '\ud83d\udd16 Project: ' + $json.projectCode : '' }}\n\n\ud83d\udd0d OCR Confidence: {{ Math.round($json.confidenceScore * 100) }}%{{ $json.missingFields.length > 0 ? ' \u26a0\ufe0f Missing: ' + $json.missingFields.join(', ') : '' }}\n\n\ud83e\uddfe <{{ $json.cdnUrl }}|View Receipt>\n\nPlease approve or reject:", "otherOptions": {}, "authentication": "oAuth2" }, "typeVersion": 2.2 }, { "id": "28c39db4-8c0d-41b7-8490-643df3f02cc8", "name": "Mark Pending Manager Review", "type": "n8n-nodes-base.code", "notes": "Sets status to pending_manager. A separate n8n workflow (triggered by Slack's interactivity webhook) handles the button click response and completes the approval loop.", "position": [ 2400, 1088 ], "parameters": { "jsCode": "// Manager path \u2014 pending until Slack response received\n// In production: a separate Slack webhook workflow handles the button click\n// and updates the expense status via the Expensify/Sheets nodes\nconst data = $input.first().json;\nconst slackResp = $input.first().json;\n\nreturn [{\n json: {\n ...data,\n approvalStatus: 'pending_manager',\n approvedBy: null,\n approvedAt: null,\n rejectionReason: null,\n reimbursementEta: 'Awaiting manager approval',\n statusEmoji: '\u23f3',\n slackMessageTs: slackResp.ts || null\n }\n}];" }, "typeVersion": 2 }, { "id": "23228806-6525-4c57-b30b-d3a3beb3db4d", "name": "Expensify - Create Expense Entry", "type": "n8n-nodes-base.httpRequest", "notes": "Creates an Expensify expense entry on both approval paths. Amount is sent in cents (\u00d7100). The CDN URL is attached as receipt proof \u2014 no re-upload needed. Fires regardless of auto-approve or manager path.", "position": [ 2592, 944 ], "parameters": { "url": "https://integrations.expensify.com/Integration-Server/ExpensifyIntegrations", "method": "POST", "options": { "timeout": 20000, "response": { "response": { "responseFormat": "json" } } }, "sendBody": true, "contentType": "form-urlencoded", "authentication": "genericCredentialType", "bodyParameters": { "parameters": [ { "name": "requestJobDescription", "value": "={\n \"type\": \"create\",\n \"credentials\": {\n \"partnerUserID\": \"{{ $credentials.username }}\",\n \"partnerUserSecret\": \"{{ $credentials.password }}\"\n },\n \"inputSettings\": {\n \"type\": \"expenses\",\n \"policyID\": \"{{ $vars.EXPENSIFY_POLICY_ID }}\",\n \"employeeEmail\": \"{{ $json.employeeEmail }}\",\n \"expenses\": [{\n \"date\": \"{{ $json.date }}\",\n \"currency\": \"{{ $json.currency }}\",\n \"amount\": {{ Math.round(($json.total || 0) * 100) }},\n \"merchant\": \"{{ $json.merchant }}\",\n \"tag\": \"{{ $json.detectedCategory }}\",\n \"billable\": false,\n \"reimbursable\": true,\n \"comment\": \"{{ $json.businessPurpose }}{{ $json.projectCode ? ' | Project: ' + $json.projectCode : '' }} | ExpenseID: {{ $json.expenseId }}\",\n \"receipt\": {\n \"url\": \"{{ $json.cdnUrl }}\",\n \"filename\": \"{{ $json.structuredFilename }}\"\n }\n }]\n }\n}" } ] }, "genericAuthType": "httpBasicAuth" }, "typeVersion": 4.2 }, { "id": "0168f1e5-f9f1-4b15-ba87-7a6895317a10", "name": "Merge Approval + Expensify Result", "type": "n8n-nodes-base.code", "position": [ 2784, 944 ], "parameters": { "jsCode": "const expensifyResp = $input.first().json;\n// Get data from whichever approval branch ran\nconst expData =\n $('Mark Auto-Approved').first()?.json ||\n $('Mark Pending Manager Review').first()?.json;\n\nconst expensifyId =\n expensifyResp.reportID ||\n expensifyResp.transactionID ||\n expensifyResp.responseMessage ||\n null;\n\nreturn [{\n json: {\n ...expData,\n expensifyId: String(expensifyId || ''),\n resolvedAt: new Date().toISOString()\n }\n}];" }, "typeVersion": 2 }, { "id": "52b837a4-2156-4a96-b1e1-cac1a26151e6", "name": "Sheets - Append Audit Row", "type": "n8n-nodes-base.googleSheets", "notes": "Appends every expense to the audit log regardless of approval path. Includes full OCR data, confidence score, CDN URL, Expensify ID, and timestamps \u2014 complete audit trail for finance.", "position": [ 3136, 976 ], "parameters": { "columns": { "value": { "Tax": "={{ $json.tax }}", "Date": "={{ $json.date }}", "Total": "={{ $json.total }}", "Status": "={{ $json.approvalStatus }}", "CDN URL": "={{ $json.cdnUrl }}", "Category": "={{ $json.detectedCategory }}", "Currency": "={{ $json.currency }}", "Employee": "={{ $json.employeeName }}", "Merchant": "={{ $json.merchant }}", "Expense ID": "={{ $json.expenseId }}", "OCR Status": "={{ $json.ocrStatus }}", "Approved By": "={{ $json.approvedBy }}", "Resolved At": "={{ $json.resolvedAt }}", "Expensify ID": "={{ $json.expensifyId }}", "Project Code": "={{ $json.projectCode }}", "Submitted At": "={{ $json.submittedAt }}", "Employee Email": "={{ $json.employeeEmail }}", "Missing Fields": "={{ $json.missingFields.join(', ') }}", "OCR Confidence": "={{ $json.confidenceScore }}", "Business Purpose": "={{ $json.businessPurpose }}" }, "mappingMode": "defineBelow" }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "name", "value": "Expense Audit Log" }, "documentId": { "__rl": true, "mode": "id", "value": "={{ $vars.GSHEET_SPREADSHEET_ID }}" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "typeVersion": 4.5 }, { "id": "28349e90-3589-453b-81db-b797a1135ec9", "name": "Gmail - Employee Confirmation", "type": "n8n-nodes-base.gmail", "notes": "Sends the employee an HTML confirmation email. Auto-approved expenses show green status and reimbursement ETA. Manager-pending expenses show amber status with next-step instructions.", "position": [ 3296, 992 ], "parameters": { "sendTo": "={{ $json.employeeEmail }}", "message": "=\n\n\n

{{ $json.statusEmoji }} Expense {{ $json.approvalStatus === 'approved' ? 'Approved' : 'Received \u2014 Pending Review' }}

\n

Hi {{ $json.employeeName }},

\n

{{ $json.approvalStatus === 'approved' ? 'Your expense has been automatically approved and submitted to Expensify.' : 'Your expense has been received and sent to your manager for approval.' }}

\n \n \n \n \n \n \n \n \n
Expense ID{{ $json.expenseId }}
Merchant{{ $json.merchant }}
Total{{ $json.totalFormatted }}
Date{{ $json.date }}
Category{{ $json.detectedCategory }}
Status{{ $json.approvalStatus }}
Reimbursement ETA{{ $json.reimbursementEta }}
\n

View your receipt

\n {{ $json.missingFields.length > 0 ? '

\u26a0\ufe0f Note: Some receipt fields could not be read clearly (' + $json.missingFields.join(', ') + '). Your manager may follow up.

' : '' }}\n

Ref: {{ $json.expenseId }} \u00b7 Expensify: {{ $json.expensifyId }}

\n\n", "options": { "senderName": "={{ 'Expense System \u2014 ' + $json.employeeName.split(' ')[0] }}" }, "subject": "={{ $json.approvalStatus === 'approved' ? '\u2705 Expense approved \u2014 ' + $json.totalFormatted + ' at ' + $json.merchant : '\u23f3 Expense received \u2014 ' + $json.totalFormatted + ' at ' + $json.merchant }}" }, "credentials": { "gmailOAuth2": { "name": "" } }, "typeVersion": 2.1 }, { "id": "8f7e0add-6165-483b-bcb1-978c63c76711", "name": "Respond to Form", "type": "n8n-nodes-base.respondToWebhook", "position": [ 3472, 976 ], "parameters": { "options": { "responseCode": 201 }, "respondWith": "text", "responseBody": "={{ $json.approvalStatus === 'approved' \n ? '\u2705 Expense approved! ' + $json.totalFormatted + ' at ' + $json.merchant + ' \u2014 reimbursement in ' + $json.reimbursementEta + '. Ref: ' + $json.expenseId\n : '\u23f3 Expense received! ' + $json.totalFormatted + ' at ' + $json.merchant + ' \u2014 sent to your manager for approval. Ref: ' + $json.expenseId }}" }, "typeVersion": 1.1 } ], "connections": { "Extract CDN URL": { "main": [ [ { "node": "Mindee - Extract Receipt Data", "type": "main", "index": 0 } ] ] }, "Has Remote URL?": { "main": [ [ { "node": "Upload to URL - Remote", "type": "main", "index": 0 } ], [ { "node": "Upload to URL - Binary", "type": "main", "index": 0 } ] ] }, "Mark Auto-Approved": { "main": [ [ { "node": "Expensify - Create Expense Entry", "type": "main", "index": 0 } ] ] }, "Upload to URL - Binary": { "main": [ [ { "node": "Extract CDN URL", "type": "main", "index": 0 } ] ] }, "Upload to URL - Remote": { "main": [ [ { "node": "Extract CDN URL", "type": "main", "index": 0 } ] ] }, "Sheets - Append Audit Row": { "main": [ [ { "node": "Gmail - Employee Confirmation", "type": "main", "index": 0 } ] ] }, "Mark Pending Manager Review": { "main": [ [ { "node": "Expensify - Create Expense Entry", "type": "main", "index": 0 } ] ] }, "Parse OCR & Score Confidence": { "main": [ [ { "node": "Confidence Gate \u2014 Auto or Manager?", "type": "main", "index": 0 } ] ] }, "Form Trigger - Submit Receipt": { "main": [ [ { "node": "Validate & Build Expense Record", "type": "main", "index": 0 } ] ] }, "Gmail - Employee Confirmation": { "main": [ [ { "node": "Respond to Form", "type": "main", "index": 0 } ] ] }, "Mindee - Extract Receipt Data": { "main": [ [ { "node": "Parse OCR & Score Confidence", "type": "main", "index": 0 } ] ] }, "Validate & Build Expense Record": { "main": [ [ { "node": "Has Remote URL?", "type": "main", "index": 0 } ] ] }, "Expensify - Create Expense Entry": { "main": [ [ { "node": "Merge Approval + Expensify Result", "type": "main", "index": 0 } ] ] }, "Slack - Manager Approval Request": { "main": [ [ { "node": "Mark Pending Manager Review", "type": "main", "index": 0 } ] ] }, "Merge Approval + Expensify Result": { "main": [ [ { "node": "Sheets - Append Audit Row", "type": "main", "index": 0 } ] ] }, "Confidence Gate \u2014 Auto or Manager?": { "main": [ [ { "node": "Mark Auto-Approved", "type": "main", "index": 0 } ], [ { "node": "Slack - Manager Approval Request", "type": "main", "index": 0 } ] ] } } }