Pramod Rathoure This workflow corresponds to n8n.io template #7271 — we link there as the canonical source.
This workflow follows the Form Trigger → Gmail recipe pattern — see all workflows that pair these two integrations.
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 →
{
"id": "oxgrJNmYucFmtqbU",
"meta": {
"templateCredsSetupCompleted": true
},
"name": "Reimbursement Claims",
"tags": [],
"nodes": [
{
"id": "62704744-327d-4ba6-9c50-27aabe2fbca5",
"name": "On form submission",
"type": "n8n-nodes-base.formTrigger",
"position": [
-1060,
-920
],
"parameters": {
"options": {
"buttonLabel": "Submit",
"appendAttribution": false,
"respondWithOptions": {
"values": {
"formSubmittedText": "=Thank you !\nYou will receive an email shortly about your reimbursement request from Finance Department.\n"
}
}
},
"formTitle": "Reimbursement Form",
"formFields": {
"values": [
{
"fieldLabel": "Emp Name",
"placeholder": "Employee Name",
"requiredField": true
},
{
"fieldLabel": "Emp ID",
"placeholder": "Employee ID",
"requiredField": true
},
{
"fieldType": "email",
"fieldLabel": "Email",
"placeholder": "Email Address",
"requiredField": true
},
{
"fieldType": "number",
"fieldLabel": "Claim Amount",
"placeholder": "INR 0.00",
"requiredField": true
},
{
"fieldType": "dropdown",
"fieldLabel": "Nature of Bill",
"fieldOptions": {
"values": [
{
"option": "Food"
},
{
"option": "Travel"
},
{
"option": "Accomodation"
},
{
"option": "Others"
}
]
},
"requiredField": true
},
{
"fieldType": "file",
"fieldLabel": "Upload Bills",
"requiredField": true,
"acceptFileTypes": ".jpg, .png, .pdf"
}
]
},
"responseMode": "lastNode",
"formDescription": "Reimbursement Form"
},
"typeVersion": 2.2
},
{
"id": "03b7edb5-2f55-48a4-9fbb-9c230f45df70",
"name": "Merge",
"type": "n8n-nodes-base.merge",
"position": [
-420,
-940
],
"parameters": {
"mode": "chooseBranch",
"useDataOfInput": 2
},
"typeVersion": 3.2
},
{
"id": "6393835a-0680-482d-86eb-fd9703a562ff",
"name": "if Bill Exists",
"type": "n8n-nodes-base.if",
"position": [
-660,
-1080
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "b07ac5ff-eb0d-4d85-b15f-60eba9384546",
"operator": {
"name": "filter.operator.equals",
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.name }}",
"rightValue": "={{ $('On form submission').item.json['Upload Bills'][0].filename }}"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "548f0d70-643c-4ef5-861a-5ad584a40321",
"name": "Download Existing Bill",
"type": "n8n-nodes-base.googleDrive",
"position": [
-280,
-1100
],
"parameters": {
"fileId": {
"__rl": true,
"mode": "id",
"value": "={{ $json.id }}"
},
"options": {},
"operation": "download"
},
"credentials": {
"googleDriveOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 3
},
{
"id": "0127a1b4-5a2e-42a6-b2bc-7476dd7bf817",
"name": "Mail Invalid Claim",
"type": "n8n-nodes-base.gmail",
"position": [
720,
-1180
],
"parameters": {
"sendTo": "={{ $('On form submission').item.json.Email }}",
"message": "=Dear {{ $json.receiptContent.empName }},\n\nIt was identified that the claims requested does not match the total bill from the uploaded receipts . \n\nAmount Claimed: $ {{ $json.receiptContent.amountClaimed }}/-\nTotal Bill: $ {{ $json.receiptContent.totalBill }}/-\nUploaded Recipt: {{ $json.receiptContent.uploadedFile }}\nBill Type: {{ $json.receiptContent.billType }}\n\nPlease review and resubmit the request.\n\n*Claims are Subject to Approvals*\n\nRegards,\nFinance Depeartment\n\n",
"options": {
"ccList": "user@example.com",
"appendAttribution": false
},
"subject": "=New Reimbursement Request - INR {{ $('On form submission').item.json['Claim Amount'] }} /-",
"emailType": "text"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "13253bbd-890a-49b2-a89e-821575f298dc",
"name": "Mail Valid Claim",
"type": "n8n-nodes-base.gmail",
"position": [
880,
-980
],
"parameters": {
"sendTo": "={{ $('On form submission').item.json.Email }}",
"message": "=Dear {{ $json['Employee Name'] }},\n\nThank you for your email. \n\nRequest ID: {{ $json.RequestID }}\n\nYou reimbursement rquest as below is being reviewed.\n\nAmount Claimed: ${{ $('Validate False Claims').item.json.receiptContent.amountClaimed }}/-\nTotal Bill: ${{ $json['Total Billed Amount'] }}/-\nUploaded Recipt: {{ $json['Recieipt Link'] }}\nBill Type: {{ $json['Receipt Type'] }}\n\n*Claims are subject to approvals*\n\nRegards,\nFinance Depeartment\n",
"options": {
"ccList": "user@example.com",
"appendAttribution": false
},
"subject": "=New Reimbursement Request - INR {{ $('On form submission').item.json['Claim Amount'] }} /- | {{ $json.RequestID }}",
"emailType": "text"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "ca855f2a-c40e-4dec-845c-8b7b0d81b330",
"name": "MergeInputs",
"type": "@n8n/n8n-nodes-langchain.openAi",
"position": [
100,
-1100
],
"parameters": {
"text": "=Create a JSON as below and just return structed JSON in strings. \n\n{\n empID: {{ $('On form submission').item.json['Emp ID'] }},\n empName: {{ $('On form submission').item.json['Emp Name'] }},\n empEmail: {{ $('On form submission').item.json.Email }},\n billType: {{ $('On form submission').item.json['Nature of Bill'] }},\n amountClaimed: {{ $('On form submission').item.json['Claim Amount'] || 0.00}},\n totalBill: Extract the total amount from the binary,\n uploadedFile: {{ $json.webViewLink }}\n\n## NOTE\n - Do not append ```json\\n in the output",
"modelId": {
"__rl": true,
"mode": "list",
"value": "gpt-4o-mini",
"cachedResultName": "GPT-4O-MINI"
},
"options": {},
"resource": "image",
"inputType": "base64",
"operation": "analyze"
},
"credentials": {
"openAiApi": {
"name": "<your credential>"
}
},
"typeVersion": 1.8
},
{
"id": "de6eb222-2e33-4277-8cfb-45042e6902e3",
"name": "Validate False Claims",
"type": "n8n-nodes-base.code",
"position": [
260,
-1100
],
"parameters": {
"jsCode": "var jsonObj = JSON.parse($input.first().json.content)\n\nif (jsonObj.amountClaimed != jsonObj.totalBill) {\n return {isFalseClaim: true, receiptContent: jsonObj,requestID: generateRandomString()}\n} else return {isFalseClaim: false, receiptContent: jsonObj, requestID: generateRandomString()}\n\n\nfunction generateRandomString(length = 20) {\n const chars = 'ABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz0123456789';\n let result = jsonObj.empID+'_';\n for (let i = 0; i < length; i++) {\n result += chars.charAt(Math.floor(Math.random() * chars.length));\n }\n return result;\n}\n"
},
"typeVersion": 2
},
{
"id": "34b61b4d-a314-4d3d-9e9a-806c5a747ce4",
"name": "Upload_Bills",
"type": "n8n-nodes-base.googleDrive",
"position": [
-260,
-940
],
"parameters": {
"name": "={{ $json['Upload Bills'][0].filename }}",
"driveId": {
"__rl": true,
"mode": "list",
"value": "My Drive"
},
"options": {},
"folderId": {
"__rl": true,
"mode": "list",
"value": "1huBmHtSlSU2nV5xbRDDOaBY-CKIPmnjs",
"cachedResultUrl": "https://drive.google.com/drive/folders/1huBmHtSlSU2nV5xbRDDOaBY-CKIPmnjs",
"cachedResultName": "Reimburse Bills"
},
"inputDataFieldName": "=Upload_Bills"
},
"credentials": {
"googleDriveOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 3
},
{
"id": "bf47788d-8326-4524-b0e4-58cfc453da72",
"name": "Download_Bills",
"type": "n8n-nodes-base.googleDrive",
"position": [
-100,
-940
],
"parameters": {
"fileId": {
"__rl": true,
"mode": "id",
"value": "={{ $json.id }}"
},
"options": {},
"operation": "download"
},
"credentials": {
"googleDriveOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 3
},
{
"id": "b9ae6568-76dd-4605-8402-765a25e850ed",
"name": "Search_Bill",
"type": "n8n-nodes-base.googleDrive",
"onError": "continueRegularOutput",
"position": [
-840,
-1080
],
"parameters": {
"limit": 5,
"filter": {
"folderId": {
"__rl": true,
"mode": "list",
"value": "1huBmHtSlSU2nV5xbRDDOaBY-CKIPmnjs",
"cachedResultUrl": "https://drive.google.com/drive/folders/1huBmHtSlSU2nV5xbRDDOaBY-CKIPmnjs",
"cachedResultName": "Reimburse Bills"
}
},
"options": {
"fields": [
"id",
"name",
"webViewLink"
]
},
"resource": "fileFolder",
"queryString": "={{ $json['Upload Bills'][0].filename }}"
},
"credentials": {
"googleDriveOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 3,
"alwaysOutputData": true
},
{
"id": "b9a932ea-9404-453d-b45d-1ced96120d57",
"name": "If",
"type": "n8n-nodes-base.if",
"position": [
420,
-1100
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "9d358347-9a20-425a-b6ef-4f03007c99fd",
"operator": {
"type": "boolean",
"operation": "true",
"singleValue": true
},
"leftValue": "={{ $json.isFalseClaim }}",
"rightValue": ""
}
]
}
},
"typeVersion": 2.2
},
{
"id": "7182bbde-016f-4ff0-abb9-43dcf82f9bf2",
"name": "Add Request",
"type": "n8n-nodes-base.googleSheets",
"position": [
720,
-980
],
"parameters": {
"columns": {
"value": {
"Bill Date": "={{ $now }}",
"RequestID": "={{ $json.requestID }}",
"Employee ID": "={{ $('Validate False Claims').item.json.receiptContent.empID }}",
"Is_Approved": "No",
"Uploaded On": "={{ $now }}",
"Receipt Type": "={{ $('Validate False Claims').item.json.receiptContent.billType }}",
"Employee Name": "={{ $('Validate False Claims').item.json.receiptContent.empName }}",
"Recieipt Link": "={{ $('Validate False Claims').item.json.receiptContent.uploadedFile }}",
"Total Billed Amount": "={{ $('Validate False Claims').item.json.receiptContent.totalBill }}"
},
"schema": [
{
"id": "RequestID",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "RequestID",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Employee ID",
"type": "string",
"display": true,
"required": false,
"displayName": "Employee ID",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Employee Name",
"type": "string",
"display": true,
"required": false,
"displayName": "Employee Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Receipt Type",
"type": "string",
"display": true,
"required": false,
"displayName": "Receipt Type",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Total Billed Amount",
"type": "string",
"display": true,
"required": false,
"displayName": "Total Billed Amount",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Bill Date",
"type": "string",
"display": true,
"required": false,
"displayName": "Bill Date",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Uploaded On",
"type": "string",
"display": true,
"required": false,
"displayName": "Uploaded On",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Recieipt Link",
"type": "string",
"display": true,
"required": false,
"displayName": "Recieipt Link",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Is_Approved",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "Is_Approved",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "append",
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1ttZJOK5L-_zFTSRUoOyNkJ9VL60mgd6HRTvaQWKvYAs/edit#gid=0",
"cachedResultName": "Sheet1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "1ttZJOK5L-_zFTSRUoOyNkJ9VL60mgd6HRTvaQWKvYAs",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1ttZJOK5L-_zFTSRUoOyNkJ9VL60mgd6HRTvaQWKvYAs/edit?usp=drivesdk",
"cachedResultName": "Receipts"
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 4.6
},
{
"id": "64793a3d-e3d1-462a-8870-4af280f81423",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-1300,
-1000
],
"parameters": {
"color": 4,
"width": 380,
"height": 220,
"content": "## Submit Form\nThis form will get all required information from the user and pass it to other nodes\n"
},
"typeVersion": 1
},
{
"id": "cb6b5988-9eb9-4686-9f5b-3a2ce92179d9",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
-880,
-1260
],
"parameters": {
"width": 360,
"height": 340,
"content": "## Validate User Uploaded Bills.\n\nValidate if the user uploaded bill already exists into the system.\n\nIf **Yes** then reuse and download for proccesing.\n**Else** -- Upload the bill and then use for processing. "
},
"typeVersion": 1
},
{
"id": "b1501bda-4ad4-45a0-9b95-322d307b3688",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
-480,
-1180
],
"parameters": {
"color": 5,
"width": 520,
"height": 560,
"content": "## Uploads and Downloads\nIf **Bills Already Exist]** Download the file and send to next node for OCR.\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\nIf **Bills Does not Exists**\n- **Merge** - This node will get the user uploaded file [**binary**] and then uploads to **GDrive** from the next node. \n- The Same file get downloaded again and then passed to next node for OCR"
},
"typeVersion": 1
},
{
"id": "46d1de94-b727-450e-adc2-10e424f39291",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
60,
-1300
],
"parameters": {
"width": 500,
"height": 360,
"content": "## Extract, Validate\nThese nodes will \n- Extract the content from the bill\n- Validate if the claim made by the user is correct. Whether the amount claimed and the amount from the bill match.\n- If **false claim** the Notify user to resubmit.\n- If **correct claim** send for Finance Team for processing. "
},
"typeVersion": 1
},
{
"id": "45aa008a-5f9f-41ed-b7ba-0473edf9a597",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
680,
-1240
],
"parameters": {
"color": 3,
"width": 280,
"height": 220,
"content": "## Invalid Claim\n\n"
},
"typeVersion": 1
},
{
"id": "5391e33a-7b73-43d6-9a13-444ccf6840e8",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
680,
-1000
],
"parameters": {
"color": 4,
"width": 380,
"height": 300,
"content": "\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n## Valid Claim\n- Notify User with the request id.\n- Notify Finance Team to proceed with review."
},
"typeVersion": 1
}
],
"active": false,
"settings": {
"executionOrder": "v1"
},
"versionId": "94c7c211-e7bf-45ec-b0c9-8f31bf7b7229",
"connections": {
"If": {
"main": [
[
{
"node": "Mail Invalid Claim",
"type": "main",
"index": 0
}
],
[
{
"node": "Add Request",
"type": "main",
"index": 0
}
]
]
},
"Merge": {
"main": [
[
{
"node": "Upload_Bills",
"type": "main",
"index": 0
}
]
]
},
"Add Request": {
"main": [
[
{
"node": "Mail Valid Claim",
"type": "main",
"index": 0
}
]
]
},
"MergeInputs": {
"main": [
[
{
"node": "Validate False Claims",
"type": "main",
"index": 0
}
]
]
},
"Search_Bill": {
"main": [
[
{
"node": "if Bill Exists",
"type": "main",
"index": 0
}
]
]
},
"Upload_Bills": {
"main": [
[
{
"node": "Download_Bills",
"type": "main",
"index": 0
}
]
]
},
"Download_Bills": {
"main": [
[
{
"node": "MergeInputs",
"type": "main",
"index": 0
}
]
]
},
"if Bill Exists": {
"main": [
[
{
"node": "Download Existing Bill",
"type": "main",
"index": 0
}
],
[
{
"node": "Merge",
"type": "main",
"index": 0
}
]
]
},
"Mail Valid Claim": {
"main": [
[]
]
},
"On form submission": {
"main": [
[
{
"node": "Search_Bill",
"type": "main",
"index": 0
},
{
"node": "Merge",
"type": "main",
"index": 1
}
]
]
},
"Validate False Claims": {
"main": [
[
{
"node": "If",
"type": "main",
"index": 0
}
]
]
},
"Download Existing Bill": {
"main": [
[
{
"node": "MergeInputs",
"type": "main",
"index": 0
}
]
]
}
}
}
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.
gmailOAuth2googleDriveOAuth2ApigoogleSheetsOAuth2ApiopenAiApi
Pro
For the full experience including quality scoring and batch install features for each workflow upgrade to Pro
About this workflow
Reimbursements used to be a headache.
Source: https://n8n.io/workflows/7271/ — original creator credit. Request a take-down →
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