The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"name": "AP Invoice \u2014 03 Approval Flow",
"nodes": [
{
"parameters": {
"inputSource": "passthrough"
},
"id": "18b0cad9-55a7-4629-8cf8-4c14b8a838f9",
"name": "When Called by Orchestrator",
"type": "n8n-nodes-base.executeWorkflowTrigger",
"typeVersion": 1.1,
"position": [
320,
336
]
},
{
"parameters": {
"jsCode": "const item = $input.first().json;\n\ntry {\n const summary = item.invoiceSummary || {};\n const lineItems = Array.isArray(summary.lineItems) ? summary.lineItems : [];\n\n // Defensive: fall back gracefully if any expected field is missing\n const fmt = (n) => (typeof n === 'number' ? n.toFixed(2) : String(n ?? '?'));\n const currency = summary.currency || '???';\n\n const lineItemsText = lineItems.length > 0\n ? lineItems.map(li => '\u2022 ' + (li.description || '(no description)') + ' \u2014 ' + currency + ' ' + fmt(li.amount) + ' (' + (li.accountName || 'unknown account') + ')').join('\\n')\n : '(no line items provided)';\n\n const approvalMessage = '*AP Invoice Approval Required*\\n\\n' +\n '*Vendor:* ' + (summary.vendorName || 'unknown') + ' (hash: ' + (summary.vendorIdHash || 'n/a') + ')\\n' +\n '*Invoice:* ' + (summary.invoiceNumber || 'n/a') + '\\n' +\n '*Date:* ' + (summary.invoiceDate || 'n/a') + '\\n' +\n '*Total:* ' + currency + ' ' + fmt(summary.totalAmount) + '\\n\\n' +\n '*Why this needs review:* ' + (item.reviewReason || 'no reason given') + '\\n\\n' +\n '*Submitted by:* ' + (item.submittedBy || 'unknown') + '\\n\\n' +\n '*Line items:*\\n' + lineItemsText + '\\n\\n' +\n '*Audit log:* ' + (item.auditLogEntryId || 'n/a');\n\n return [{\n json: {\n ...item,\n approvalMessage: approvalMessage,\n _summaryBuiltAt: new Date().toISOString()\n }\n }];\n\n} catch (err) {\n // If summary build fails, still proceed with a fallback message \u2014 the approver should always see SOMETHING\n return [{\n json: {\n ...item,\n approvalMessage: 'AP Invoice Approval Required (summary build failed: ' + err.message + ') \u2014 see audit log ' + (item.auditLogEntryId || 'n/a'),\n _summaryBuildError: err.message\n }\n }];\n}"
},
"id": "37e92f42-4701-47e0-a895-87c47215fc47",
"name": "Build Approval Summary",
"type": "n8n-nodes-base.code",
"typeVersion": 2,
"position": [
560,
336
]
},
{
"parameters": {
"authentication": "oAuth2",
"operation": "sendAndWait",
"select": "channel",
"channelId": {
"__rl": true,
"mode": "name",
"value": "={{ $('When Called by Orchestrator').item.json.slackChannelApTeam }}",
"cachedResultName": "(set at runtime from input contract)"
},
"message": "={{ $json.approvalMessage }}",
"responseType": "customForm",
"formFields": {
"values": [
{
"fieldName": "Decision",
"fieldLabel": "Decision",
"fieldType": "dropdown",
"fieldOptions": {
"values": [
{
"option": "Approve"
},
{
"option": "Reject"
}
]
},
"requiredField": true
},
{
"fieldName": "Notes",
"fieldLabel": "Notes",
"fieldType": "textarea",
"requiredField": true
}
]
},
"options": {
"limitWaitTime": {
"values": {
"resumeAmount": "={{ $('When Called by Orchestrator').item.json.approvalTimeoutHours }}"
}
}
}
},
"id": "ec83f709-42e3-431c-8b6e-fab4e91bfd77",
"name": "Slack: Send and Wait",
"type": "n8n-nodes-base.slack",
"typeVersion": 2.4,
"position": [
800,
336
],
"retryOnFail": true,
"maxTries": 3,
"waitBetweenTries": 3000,
"credentials": {
"slackOAuth2Api": {
"name": "<your credential>"
}
}
},
{
"parameters": {
"rules": {
"values": [
{
"conditions": {
"options": {
"caseSensitive": true,
"leftValue": "",
"typeValidation": "strict",
"version": 3
},
"conditions": [
{
"id": "decision-approve",
"leftValue": "={{ $('Slack: Send and Wait').item.json.Decision || ($('Slack: Send and Wait').item.json.data && $('Slack: Send and Wait').item.json.data.Decision) || '' }}",
"rightValue": "Approve",
"operator": {
"type": "string",
"operation": "equals"
}
}
],
"combinator": "and"
},
"renameOutput": true,
"outputKey": "Approve"
},
{
"conditions": {
"options": {
"caseSensitive": true,
"leftValue": "",
"typeValidation": "strict",
"version": 3
},
"conditions": [
{
"id": "decision-reject",
"leftValue": "={{ $('Slack: Send and Wait').item.json.Decision || ($('Slack: Send and Wait').item.json.data && $('Slack: Send and Wait').item.json.data.Decision) || '' }}",
"rightValue": "Reject",
"operator": {
"type": "string",
"operation": "equals"
}
}
],
"combinator": "and"
},
"renameOutput": true,
"outputKey": "Reject"
}
]
},
"options": {
"fallbackOutput": "extra",
"renameFallbackOutput": "TIMEOUT"
}
},
"id": "4eb7f319-8f80-4951-86e3-c9d36990d6d5",
"name": "Switch: Decision",
"type": "n8n-nodes-base.switch",
"typeVersion": 3.4,
"position": [
1136,
320
]
},
{
"parameters": {
"authentication": "oAuth2",
"resource": "user",
"user": {
"__rl": true,
"mode": "id",
"value": "={{ (function() { var s = $('Slack: Send and Wait').item.json; if (s.user && typeof s.user === 'object' && s.user.id) return s.user.id; if (s.user && typeof s.user === 'string') return s.user; if (s.responder && typeof s.responder === 'object' && s.responder.id) return s.responder.id; if (s.responder && typeof s.responder === 'string') return s.responder; if (s.payload && s.payload.user && s.payload.user.id) return s.payload.user.id; if (s.event && s.event.user) return (typeof s.event.user === 'string') ? s.event.user : s.event.user.id; return ''; })() }}",
"cachedResultName": "(set at runtime from sendAndWait response)"
}
},
"id": "df1f874e-f79a-4597-8b38-25aecfed8029",
"name": "Slack: Get Approver",
"type": "n8n-nodes-base.slack",
"typeVersion": 2.4,
"position": [
944,
336
],
"retryOnFail": true,
"maxTries": 2,
"waitBetweenTries": 2000,
"credentials": {
"slackOAuth2Api": {
"name": "<your credential>"
}
},
"onError": "continueRegularOutput"
},
{
"parameters": {
"assignments": {
"assignments": [
{
"id": "appr-01",
"name": "decision",
"value": "APPROVED",
"type": "string"
},
{
"id": "appr-02",
"name": "approverActor",
"value": "={{ ($json.profile && $json.profile.email) || ($json.user && $json.user.profile && $json.user.profile.email) || ($json.profile && $json.profile.real_name) || ($json.user && $json.user.profile && $json.user.profile.real_name) || ($json.real_name) || ($json.name) || ($json.id ? ('slack:' + $json.id) : '') || (($('Slack: Send and Wait').item.json.user && typeof $('Slack: Send and Wait').item.json.user === 'object' && $('Slack: Send and Wait').item.json.user.id) ? ('slack:' + $('Slack: Send and Wait').item.json.user.id) : '') || (($('Slack: Send and Wait').item.json.user && typeof $('Slack: Send and Wait').item.json.user === 'string') ? ('slack:' + $('Slack: Send and Wait').item.json.user) : '') || (($('Slack: Send and Wait').item.json.responder && $('Slack: Send and Wait').item.json.responder.id) ? ('slack:' + $('Slack: Send and Wait').item.json.responder.id) : '') || 'unknown' }}",
"type": "string"
},
{
"id": "appr-03",
"name": "approverDecisionTime",
"value": "={{ $now.toISO() }}",
"type": "string"
},
{
"id": "appr-04",
"name": "approverNotes",
"value": "={{ $('Slack: Send and Wait').item.json.Notes || ($('Slack: Send and Wait').item.json.data && $('Slack: Send and Wait').item.json.data.Notes) || '' }}",
"type": "string"
},
{
"id": "appr-05",
"name": "auditLogEntryId",
"value": "={{ $('When Called by Orchestrator').item.json.auditLogEntryId }}",
"type": "string"
}
]
},
"options": {}
},
"id": "51ca9534-fccd-4994-b8b7-973d4c8bcd56",
"name": "Build APPROVED Response",
"type": "n8n-nodes-base.set",
"typeVersion": 3.4,
"position": [
1344,
192
]
},
{
"parameters": {
"assignments": {
"assignments": [
{
"id": "rej-01",
"name": "decision",
"value": "REJECTED",
"type": "string"
},
{
"id": "rej-02",
"name": "approverActor",
"value": "={{ ($json.profile && $json.profile.email) || ($json.user && $json.user.profile && $json.user.profile.email) || ($json.profile && $json.profile.real_name) || ($json.user && $json.user.profile && $json.user.profile.real_name) || ($json.real_name) || ($json.name) || ($json.id ? ('slack:' + $json.id) : '') || (($('Slack: Send and Wait').item.json.user && typeof $('Slack: Send and Wait').item.json.user === 'object' && $('Slack: Send and Wait').item.json.user.id) ? ('slack:' + $('Slack: Send and Wait').item.json.user.id) : '') || (($('Slack: Send and Wait').item.json.user && typeof $('Slack: Send and Wait').item.json.user === 'string') ? ('slack:' + $('Slack: Send and Wait').item.json.user) : '') || (($('Slack: Send and Wait').item.json.responder && $('Slack: Send and Wait').item.json.responder.id) ? ('slack:' + $('Slack: Send and Wait').item.json.responder.id) : '') || 'unknown' }}",
"type": "string"
},
{
"id": "rej-03",
"name": "approverDecisionTime",
"value": "={{ $now.toISO() }}",
"type": "string"
},
{
"id": "rej-04",
"name": "rejectionReason",
"value": "={{ $('Slack: Send and Wait').item.json.Notes || ($('Slack: Send and Wait').item.json.data && $('Slack: Send and Wait').item.json.data.Notes) || 'No reason provided' }}",
"type": "string"
},
{
"id": "rej-05",
"name": "auditLogEntryId",
"value": "={{ $('When Called by Orchestrator').item.json.auditLogEntryId }}",
"type": "string"
}
]
},
"options": {}
},
"id": "cf96d60b-99c7-4639-8016-76732eb3c044",
"name": "Build REJECTED Response",
"type": "n8n-nodes-base.set",
"typeVersion": 3.4,
"position": [
1520,
336
]
},
{
"parameters": {
"assignments": {
"assignments": [
{
"id": "to-01",
"name": "decision",
"value": "TIMEOUT",
"type": "string"
},
{
"id": "to-02",
"name": "timeoutAt",
"value": "={{ $now.toISO() }}",
"type": "string"
},
{
"id": "to-03",
"name": "escalationTriggered",
"value": true,
"type": "boolean"
},
{
"id": "to-04",
"name": "auditLogEntryId",
"value": "={{ $('When Called by Orchestrator').item.json.auditLogEntryId }}",
"type": "string"
}
]
},
"options": {}
},
"id": "77eaf914-e5fb-41ff-9115-37744c6c8424",
"name": "Build TIMEOUT Response",
"type": "n8n-nodes-base.set",
"typeVersion": 3.4,
"position": [
1280,
784
]
},
{
"parameters": {
"authentication": "oAuth2",
"select": "user",
"user": {
"__rl": true,
"mode": "id",
"value": "={{ $('When Called by Orchestrator').item.json.slackFinanceManagerUserId }}",
"cachedResultName": "(set at runtime from input contract)"
},
"text": "={{ ':warning: AP invoice approval timeout\\n\\nInvoice ' + (($('When Called by Orchestrator').item.json.invoiceSummary && $('When Called by Orchestrator').item.json.invoiceSummary.invoiceNumber) || 'unknown') + ' (' + (($('When Called by Orchestrator').item.json.invoiceSummary && $('When Called by Orchestrator').item.json.invoiceSummary.currency) || '') + ' ' + (($('When Called by Orchestrator').item.json.invoiceSummary && $('When Called by Orchestrator').item.json.invoiceSummary.totalAmount) || '?') + ') exceeded the ' + $('When Called by Orchestrator').item.json.approvalTimeoutHours + 'h approval window.\\nReview reason: ' + ($('When Called by Orchestrator').item.json.reviewReason || 'n/a') + '\\nAudit log: ' + ($('When Called by Orchestrator').item.json.auditLogEntryId || 'n/a') + '\\n\\nPlease review and resolve manually.' }}",
"otherOptions": {}
},
"id": "086f3ad8-576d-4e09-9a13-d95cf5585417",
"name": "Slack: Escalation DM",
"type": "n8n-nodes-base.slack",
"typeVersion": 2.4,
"position": [
1552,
784
],
"retryOnFail": true,
"maxTries": 3,
"waitBetweenTries": 2000,
"credentials": {
"slackOAuth2Api": {
"name": "<your credential>"
}
},
"onError": "continueRegularOutput"
},
{
"parameters": {
"authentication": "oAuth2",
"select": "channel",
"channelId": {
"__rl": true,
"mode": "name",
"value": "={{ $('When Called by Orchestrator').item.json.slackChannelApTeam }}",
"cachedResultName": "(set at runtime from input contract)"
},
"text": "={{ $json.decision === 'TIMEOUT' ? ('Invoice ' + (($('When Called by Orchestrator').item.json.invoiceSummary && $('When Called by Orchestrator').item.json.invoiceSummary.invoiceNumber) || 'unknown') + ' approval timed out after ' + $('When Called by Orchestrator').item.json.approvalTimeoutHours + 'h, escalated to finance manager. | audit log ' + ($json.auditLogEntryId || 'n/a')) : ('Invoice ' + (($('When Called by Orchestrator').item.json.invoiceSummary && $('When Called by Orchestrator').item.json.invoiceSummary.invoiceNumber) || 'unknown') + ' \u2014 *' + $json.decision + '*' + ($json.approverActor ? (' by ' + $json.approverActor) : '') + ' at ' + ($json.approverDecisionTime || $now.toISO()) + ' | audit log ' + ($json.auditLogEntryId || 'n/a')) }}",
"otherOptions": {}
},
"id": "648f6e7b-f24f-4e23-befb-350abfdf38d9",
"name": "Slack: Notify Decision",
"type": "n8n-nodes-base.slack",
"typeVersion": 2.4,
"position": [
1760,
448
],
"retryOnFail": true,
"maxTries": 2,
"waitBetweenTries": 2000,
"credentials": {
"slackOAuth2Api": {
"name": "<your credential>"
}
},
"onError": "continueRegularOutput"
},
{
"parameters": {
"content": "## AP INVOICE APPROVAL FLOW (Workflow 03)\n\nCalled by Workflow 01 when an invoice is routed to REQUIRES_APPROVAL.\n\n**Pattern:** Slack `sendAndWait` (customForm with Decision dropdown + Notes textarea). Single node handles posting, button rendering, waiting, and timeout \u2014 n8n's canonical human-in-the-loop primitive as of v2.4.\n\n**Why not manual Block Kit + Wait?** Slack interactive buttons POST to a globally-configured app endpoint, not per-execution Wait URLs. `sendAndWait` solves this internally with per-execution unguessable URLs (token-equivalent security).\n\n**Input contract** (passed by orchestrator): auditLogEntryId, invoiceSummary, journalEntry, reviewReason, submittedBy, approvalTimeoutHours, slackChannelApTeam, slackFinanceManagerUserId.",
"height": 472,
"width": 736,
"color": 2
},
"id": "348d7bd4-2398-403d-99f3-7322460b285f",
"name": "Sticky: Workflow Purpose",
"type": "n8n-nodes-base.stickyNote",
"typeVersion": 1,
"position": [
-32,
32
]
},
{
"parameters": {
"content": "## SEND AND WAIT\n\nForm fields:\n- **Decision**: dropdown (Approve / Reject)\n- **Notes**: textarea (required \u2014 used as approverNotes or rejectionReason depending on branch)\n\nTimeout: `approvalTimeoutHours` from input. On timeout, downstream Switch's fallback fires \u2192 TIMEOUT branch.",
"height": 520,
"width": 312,
"color": 5
},
"id": "5e6797eb-6dc0-44fb-894b-87a14138e3aa",
"name": "Sticky: Send and Wait",
"type": "n8n-nodes-base.stickyNote",
"typeVersion": 1,
"position": [
768,
16
]
},
{
"parameters": {
"content": "## DEFENSIVE EXPRESSIONS\n\nThe exact response shape from `sendAndWait` (form field paths, responder ID location) varies by n8n version. n8n expressions don't support optional chaining (`?.`), so all read expressions use the explicit-AND form: `$json.Decision || ($json.data && $json.data.Decision) || ''` and `($json.user && $json.user.id) || ($json.responder && $json.responder.id) || ...`. Verify the actual paths against a real run and tighten once known.",
"height": 348,
"width": 848,
"color": 3
},
"id": "7e2482ca-d6da-42ef-ba8b-c247afc472e8",
"name": "Sticky: Defensive Expressions",
"type": "n8n-nodes-base.stickyNote",
"typeVersion": 1,
"position": [
1088,
608
]
},
{
"parameters": {
"jsCode": "// Workflow 03's Execute Workflow Trigger returns whatever the last node emits.\n// Slack: Notify Decision is upstream \u2014 its chat.postMessage response is NOT what the orchestrator needs.\n// This node re-emits the decision contract built by the branch's Build *Response node.\nfunction safeNode(name) {\n try {\n const ref = $(name);\n if (!ref || typeof ref.first !== 'function') return null;\n const first = ref.first();\n if (!first || !first.json) return null;\n const keys = Object.keys(first.json);\n if (keys.length === 0) return null;\n return first.json;\n } catch (e) {\n return null;\n }\n}\n\nconst approved = safeNode('Build APPROVED Response');\nconst rejected = safeNode('Build REJECTED Response');\nconst timedOut = safeNode('Build TIMEOUT Response');\n\nconst contract = approved || rejected || timedOut;\nif (contract && contract.decision) {\n return [{ json: contract }];\n}\n\n// Defensive: no branch's Build *Response produced data. Return a structured error\n// so the orchestrator can route this to Update Audit Log: FAILED rather than blindly post.\nlet auditLogEntryId = null;\ntry { auditLogEntryId = $('When Called by Orchestrator').first().json.auditLogEntryId || null; } catch (e) {}\nreturn [{\n json: {\n decision: 'UNKNOWN',\n error: 'WF03 did not produce a decision contract \u2014 investigate the Switch: Decision branch routing',\n auditLogEntryId\n }\n}];\n"
},
"id": "5048a6a8-1b43-4055-bda5-b77b7049d06b",
"name": "Return Decision Contract",
"type": "n8n-nodes-base.code",
"typeVersion": 2,
"position": [
2000,
448
]
},
{
"parameters": {
"content": "## DECISION BRANCHES\n\n- **Approve / Reject**: each branch resolves the Slack user ID to an email via `user.info`, then builds the response per the output contract.\n- **TIMEOUT** (Switch fallback): builds TIMEOUT response, then DMs the configured `slackFinanceManagerUserId` for escalation.\n\nAll three branches converge on `Slack: Notify Decision` for an audit ping in the AP channel.",
"height": 600,
"width": 1072,
"color": 4
},
"id": "725664ae-7e94-4247-8746-5c6c61d4c2c3",
"name": "Sticky: Branches",
"type": "n8n-nodes-base.stickyNote",
"typeVersion": 1,
"position": [
1120,
0
]
}
],
"connections": {
"When Called by Orchestrator": {
"main": [
[
{
"node": "Build Approval Summary",
"type": "main",
"index": 0
}
]
]
},
"Build Approval Summary": {
"main": [
[
{
"node": "Slack: Send and Wait",
"type": "main",
"index": 0
}
]
]
},
"Slack: Send and Wait": {
"main": [
[
{
"node": "Slack: Get Approver",
"type": "main",
"index": 0
}
]
]
},
"Slack: Get Approver": {
"main": [
[
{
"node": "Switch: Decision",
"type": "main",
"index": 0
}
]
]
},
"Switch: Decision": {
"main": [
[
{
"node": "Build APPROVED Response",
"type": "main",
"index": 0
}
],
[
{
"node": "Build REJECTED Response",
"type": "main",
"index": 0
}
],
[
{
"node": "Build TIMEOUT Response",
"type": "main",
"index": 0
}
]
]
},
"Build APPROVED Response": {
"main": [
[
{
"node": "Slack: Notify Decision",
"type": "main",
"index": 0
}
]
]
},
"Build REJECTED Response": {
"main": [
[
{
"node": "Slack: Notify Decision",
"type": "main",
"index": 0
}
]
]
},
"Build TIMEOUT Response": {
"main": [
[
{
"node": "Slack: Escalation DM",
"type": "main",
"index": 0
}
]
]
},
"Slack: Escalation DM": {
"main": [
[
{
"node": "Slack: Notify Decision",
"type": "main",
"index": 0
}
]
]
},
"Slack: Notify Decision": {
"main": [
[
{
"node": "Return Decision Contract",
"type": "main",
"index": 0
}
]
]
}
},
"active": false,
"settings": {
"executionOrder": "v1",
"binaryMode": "separate",
"availableInMCP": false
},
"versionId": "bbeb1c9a-5122-4003-9395-184716d27a84",
"id": "yi2gTqN1xQVuHYFj",
"tags": []
}
Credentials you'll need
Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.
slackOAuth2Api
Pro
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About this workflow
AP Invoice — 03 Approval Flow. Uses executeWorkflowTrigger, slack. Event-driven trigger; 15 nodes.
Source: https://github.com/tabii-dev/accounting-automation-portfolio/blob/main/quickbooks-ap-invoice-automation/workflows/03-approval-flow.json — original creator credit. Request a take-down →
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