Jitesh Dugar This workflow corresponds to n8n.io template #9600 — we link there as the canonical source.
This workflow follows the Gmail → Google Sheets 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 →
{
"meta": {
"templateCredsSetupCompleted": true
},
"nodes": [
{
"id": "0798c2b1-7ed5-45ce-a26c-2e8f7ada6a43",
"name": "Parse Form Data",
"type": "n8n-nodes-base.code",
"position": [
-864,
-16
],
"parameters": {
"jsCode": "// Parse form data and prepare for processing\nconst formData = $input.first().json;\n\nreturn {\n json: {\n submissionId: formData.submissionID || Date.now().toString(),\n employeeName: formData.employeeName || formData.q3_employeeName,\n employeeEmail: formData.employeeEmail || formData.q4_employeeEmail,\n employeeId: formData.employeeId || formData.q5_employeeId,\n amount: parseFloat(formData.amount || formData.q6_amount),\n category: formData.category || formData.q7_category,\n merchant: formData.merchant || formData.q8_merchant,\n date: formData.date || formData.q9_date,\n description: formData.description || formData.q10_description,\n receiptUrl: formData.receiptUrl || formData.q11_receipt,\n submittedAt: new Date().toISOString()\n }\n};"
},
"typeVersion": 2
},
{
"id": "df2085e9-dc08-4f25-a99e-009e2340b47c",
"name": "Validate Policy",
"type": "n8n-nodes-base.code",
"position": [
-672,
-16
],
"parameters": {
"jsCode": "// Company policy rules and validation\nconst data = $input.first().json;\n\nconst policy = {\n maxAmounts: {\n meals: 75,\n travel: 500,\n office_supplies: 200,\n software: 1000,\n entertainment: 150,\n other: 100\n },\n approvedCategories: ['meals', 'travel', 'office_supplies', 'software', 'entertainment'],\n autoApproveThreshold: 100,\n managerApprovalThreshold: 500\n};\n\nconst amount = data.amount;\nconst category = data.category;\n\nlet policyViolations = [];\nlet requiresApproval = 'auto';\n\nif (!policy.approvedCategories.includes(category)) {\n policyViolations.push('Category not approved');\n}\n\nif (policy.maxAmounts[category] && amount > policy.maxAmounts[category]) {\n policyViolations.push('Amount exceeds category limit');\n}\n\nif (amount < policy.autoApproveThreshold && policyViolations.length === 0) {\n requiresApproval = 'auto';\n} else if (amount >= policy.autoApproveThreshold && amount < policy.managerApprovalThreshold) {\n requiresApproval = 'manager';\n} else if (amount >= policy.managerApprovalThreshold) {\n requiresApproval = 'director';\n}\n\nreturn {\n json: {\n ...data,\n policyViolations: policyViolations,\n isCompliant: policyViolations.length === 0,\n requiresApproval: requiresApproval,\n status: 'pending'\n }\n};"
},
"typeVersion": 2
},
{
"id": "4ac52b34-7a64-49f5-b368-43d8b99bcab3",
"name": "Check Violations",
"type": "n8n-nodes-base.if",
"position": [
-464,
-16
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 1,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "condition1",
"operator": {
"type": "number",
"operation": "equals"
},
"leftValue": "={{ $json.policyViolations.length }}",
"rightValue": 0
}
]
}
},
"typeVersion": 2
},
{
"id": "9d132c2f-7f99-4b36-b543-27131702460c",
"name": "Set Rejection",
"type": "n8n-nodes-base.set",
"position": [
-272,
144
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "status",
"name": "status",
"type": "string",
"value": "rejected"
},
{
"id": "rejectionReason",
"name": "rejectionReason",
"type": "string",
"value": "=Policy violations: {{ $json.policyViolations.join(', ') }}"
}
]
}
},
"typeVersion": 3.3
},
{
"id": "47566677-5342-4b26-9974-793526a59bd9",
"name": "Route Auto",
"type": "n8n-nodes-base.if",
"position": [
-272,
-176
],
"parameters": {
"options": {},
"conditions": {
"options": {
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "condition1",
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.requiresApproval }}",
"rightValue": "auto"
}
]
}
},
"typeVersion": 2
},
{
"id": "c0b971bc-a5ce-48b6-978c-54ae02112505",
"name": "Auto Approve",
"type": "n8n-nodes-base.set",
"position": [
-64,
-272
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "status",
"name": "status",
"type": "string",
"value": "approved"
},
{
"id": "approvedBy",
"name": "approvedBy",
"type": "string",
"value": "System (Auto-Approved)"
},
{
"id": "approvedAt",
"name": "approvedAt",
"type": "string",
"value": "={{ new Date().toISOString() }}"
}
]
}
},
"typeVersion": 3.3
},
{
"id": "eef387ab-bee8-4570-8cca-26ccbd30abeb",
"name": "Route Manager",
"type": "n8n-nodes-base.if",
"position": [
-64,
-80
],
"parameters": {
"options": {},
"conditions": {
"options": {
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "condition1",
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.requiresApproval }}",
"rightValue": "manager"
}
]
}
},
"typeVersion": 2
},
{
"id": "74152681-2cf6-4e76-aabb-87ae00a86048",
"name": "Slack Manager",
"type": "n8n-nodes-base.slack",
"position": [
144,
-224
],
"parameters": {
"text": "=New Expense Approval Required\nEmployee: {{ $json.employeeName }}\nAmount: ${{ $json.amount }}\nCategory: {{ $json.category }}",
"select": "channel",
"channelId": {
"__rl": true,
"mode": "list",
"value": "C01234567"
},
"otherOptions": {}
},
"credentials": {
"slackApi": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "e05fba8b-60e5-4438-9f7a-cd828bace8b8",
"name": "Slack Director",
"type": "n8n-nodes-base.slack",
"position": [
144,
-16
],
"parameters": {
"text": "=High-Value Expense - Director Approval\nEmployee: {{ $json.employeeName }}\nAmount: ${{ $json.amount }}\nCategory: {{ $json.category }}",
"select": "channel",
"channelId": {
"__rl": true,
"mode": "list",
"value": "C98765432"
},
"otherOptions": {}
},
"credentials": {
"slackApi": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "b7a58104-fc21-485a-8c93-edb1dc253b2b",
"name": "Log to Sheets",
"type": "n8n-nodes-base.googleSheets",
"position": [
336,
-64
],
"parameters": {
"columns": {
"value": {},
"schema": [],
"mappingMode": "autoMapInputData",
"matchingColumns": [
"submissionId"
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "appendOrUpdate",
"sheetName": {
"__rl": true,
"mode": "list",
"value": "Sheet1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "YOUR_GOOGLE_SHEET_ID"
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 4.4
},
{
"id": "1af29bbe-b3ee-42ee-91a9-388b70659c48",
"name": "Is Approved",
"type": "n8n-nodes-base.if",
"position": [
544,
-64
],
"parameters": {
"options": {},
"conditions": {
"options": {
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "condition1",
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.status }}",
"rightValue": "approved"
}
]
}
},
"typeVersion": 2
},
{
"id": "0e8c5d12-fee3-4c7d-bc16-77a79e39befe",
"name": "Rejection Email",
"type": "n8n-nodes-base.gmail",
"position": [
752,
0
],
"parameters": {
"sendTo": "={{ $json.employeeEmail }}",
"message": "=Hi, Your expense for {{ $json.amount}} has been rejected as it did not matches with the company's validation policy.",
"options": {},
"subject": "=Expense Rejected - ${{ $json.amount }}"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "1b5d88c6-fe8f-4984-9e9e-19789ba76c60",
"name": "Approved",
"type": "n8n-nodes-base.gmail",
"position": [
752,
-192
],
"parameters": {
"sendTo": "={{ $json.employeeEmail }}",
"message": "Hi, Your expense for {{ $json.Amount }} has been approved",
"options": {},
"subject": "=Expense Approved - ${{ $json.amount }}"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "6382a19b-08de-4466-9013-696d5ffac4db",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-1200,
-208
],
"parameters": {
"height": 432,
"content": "\ud83d\udce9 Trigger: New Expense Submission\nCaptures employee expense details \nand receipt upload from Jotform.\nCreate your form for free on [Jotform using this link](https://www.jotform.com/?partner=mediajade) \n"
},
"typeVersion": 1
},
{
"id": "5b890f09-277e-41e6-9628-dd6907b14e5f",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
-912,
-160
],
"parameters": {
"width": 192,
"content": "\ud83e\uddfe Parse & Normalize Data\nExtracts key fields (name, email, amount, \ncategory, merchant, receipt URL) \nfor further processing.\n"
},
"typeVersion": 1
},
{
"id": "fe3ea799-b6f3-48f4-bbc4-96623e1e8256",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
-720,
112
],
"parameters": {
"width": 208,
"height": 192,
"content": "\u2699\ufe0f Policy Validation\nChecks compliance against company rules:\n- Allowed categories\n- Max amount limits\n- Auto/Manager/Director approval routing\n"
},
"typeVersion": 1
},
{
"id": "11112b1f-af67-4c7c-86cc-b4ccfe83a249",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
-512,
-160
],
"parameters": {
"width": 176,
"content": "\ud83d\udeab Compliance Check\nIf violations exist \u2192 reject\nElse \u2192 continue for approval routing\n"
},
"typeVersion": 1
},
{
"id": "054e826f-590f-4de0-8ccd-d299d2f6e044",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
-288,
-368
],
"parameters": {
"width": 576,
"height": 496,
"content": "\u26a1 Routing Decision\nDetermines if expense should be:\n- Auto-approved\n- Sent for manager approval\n- Sent for director approval\n"
},
"typeVersion": 1
},
{
"id": "6ebce30b-f8d7-4bf2-bdf3-6f33b8363a55",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
320,
-224
],
"parameters": {
"width": 208,
"height": 384,
"content": "\ud83d\udcca Audit Logging\nAppends expense status, \napprover details, and decision \nto Google Sheets for tracking.\n"
},
"typeVersion": 1
},
{
"id": "f5e44753-7705-41e1-bdac-0158deea26ab",
"name": "Sticky Note6",
"type": "n8n-nodes-base.stickyNote",
"position": [
544,
-384
],
"parameters": {
"width": 384,
"height": 576,
"content": "\ud83d\udd0d Approval Check\nBranches workflow to send \napproval or rejection emails \nbased on final status.\n"
},
"typeVersion": 1
},
{
"id": "2eb6d9f2-7f9d-453f-a548-cf2660f7248c",
"name": "Jotform Trigger",
"type": "n8n-nodes-base.jotFormTrigger",
"position": [
-1120,
-16
],
"parameters": {
"form": "252860582136459"
},
"credentials": {
"jotFormApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
}
],
"connections": {
"Route Auto": {
"main": [
[
{
"node": "Auto Approve",
"type": "main",
"index": 0
}
],
[
{
"node": "Route Manager",
"type": "main",
"index": 0
}
]
]
},
"Is Approved": {
"main": [
[
{
"node": "Approved",
"type": "main",
"index": 0
}
],
[
{
"node": "Rejection Email",
"type": "main",
"index": 0
}
]
]
},
"Auto Approve": {
"main": [
[
{
"node": "Log to Sheets",
"type": "main",
"index": 0
}
]
]
},
"Log to Sheets": {
"main": [
[
{
"node": "Is Approved",
"type": "main",
"index": 0
}
]
]
},
"Route Manager": {
"main": [
[
{
"node": "Slack Manager",
"type": "main",
"index": 0
}
],
[
{
"node": "Slack Director",
"type": "main",
"index": 0
}
]
]
},
"Set Rejection": {
"main": [
[
{
"node": "Log to Sheets",
"type": "main",
"index": 0
}
]
]
},
"Slack Manager": {
"main": [
[
{
"node": "Log to Sheets",
"type": "main",
"index": 0
}
]
]
},
"Slack Director": {
"main": [
[
{
"node": "Log to Sheets",
"type": "main",
"index": 0
}
]
]
},
"Jotform Trigger": {
"main": [
[
{
"node": "Parse Form Data",
"type": "main",
"index": 0
}
]
]
},
"Parse Form Data": {
"main": [
[
{
"node": "Validate Policy",
"type": "main",
"index": 0
}
]
]
},
"Validate Policy": {
"main": [
[
{
"node": "Check Violations",
"type": "main",
"index": 0
}
]
]
},
"Check Violations": {
"main": [
[
{
"node": "Route Auto",
"type": "main",
"index": 0
}
],
[
{
"node": "Set Rejection",
"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.
gmailOAuth2googleSheetsOAuth2ApijotFormApislackApi
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About this workflow
Eliminate weeks of waiting and mountains of paperwork with intelligent expense automation that processes reimbursements in 72 hours instead of 2–3 weeks — delivering 90% reduction in manual processing time.
Source: https://n8n.io/workflows/9600/ — original creator credit. Request a take-down →
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