The workflow JSON
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{
"name": "05 \u2013 Expense Approval via Email (Send & Wait)",
"nodes": [
{
"id": "sticky-overview-05",
"name": "Overview",
"type": "n8n-nodes-base.stickyNote",
"typeVersion": 1,
"position": [
-240,
-420
],
"parameters": {
"content": "## \u2705 Expense Approval via Email\n\n**What this workflow does:**\n1. Employee submits an expense via an n8n form\n2. The workflow emails the manager an HTML approval request with **Approve** and **Decline** buttons\n3. Workflow execution **pauses** until the manager clicks a button\n4. Based on the response, the employee receives either an approval or rejection email\n\n**This is Resend's Send & Wait operation** \u2014 it emails someone, then waits for their click-based response before continuing.\n\n**Use cases:**\n- Expense approvals\n- Interview scheduling confirmations\n- Contract or proposal sign-offs\n- Event RSVPs with acceptance tracking\n- Content review and publishing approvals\n\n> Inspired by Gmail approval workflows (e.g. \"Email manager, wait for reply\"), rebuilt using Resend's native send-and-wait integration for reliable button-click tracking.",
"height": 480,
"width": 580,
"color": 1
}
},
{
"id": "sticky-setup-05",
"name": "Setup Instructions",
"type": "n8n-nodes-base.stickyNote",
"typeVersion": 1,
"position": [
320,
-420
],
"parameters": {
"content": "## \u2699\ufe0f Setup Required\n\n**Step 1 \u2013 Resend credential**\nAdd your Resend API key to all three Resend nodes.\n\n**Step 2 \u2013 Sender address**\nChange `approvals@yourcompany.com` and `noreply@yourcompany.com` in the Resend nodes to your verified domain addresses.\n\n**Step 3 \u2013 Manager email**\nIn the \"Send Approval Request\" node, update the `To` field. Currently it reads from the form field \"Manager Email\". You can also hardcode a specific manager's address.\n\n**Step 4 \u2013 Approval timeout (optional)**\nIn \"Send Approval Request\", set the **Options \u2192 Limit Wait Time** to define a maximum wait period (e.g. 48 hours). After the timeout, the workflow continues down the \"false\" path by default.\n\n**Step 5 \u2013 Customize email templates**\nEdit the approval request message and the confirmation emails to match your company's tone and policy.\n\n> \ud83d\udca1 The Send & Wait node creates unique, one-time-use approval URLs embedded in the email buttons. No external service required.",
"height": 520,
"width": 560,
"color": 3
}
},
{
"id": "sticky-how-it-works-05",
"name": "How Send & Wait Works",
"type": "n8n-nodes-base.stickyNote",
"typeVersion": 1,
"position": [
-240,
460
],
"parameters": {
"content": "## \ud83d\udd04 How Send & Wait Works\n\n1. The **Send & Wait** node sends the email and **suspends execution**\n2. When the recipient clicks **Approve** \u2192 workflow resumes, `$json.data.approved = true`\n3. When the recipient clicks **Decline** \u2192 workflow resumes, `$json.data.approved = false`\n4. The **IF** node routes to the Approval or Rejection email based on this value\n\nThe workflow can wait indefinitely (or until a configured timeout).",
"height": 220,
"width": 540,
"color": 4
}
},
{
"id": "n05-form",
"name": "Expense Submission Form",
"type": "n8n-nodes-base.formTrigger",
"typeVersion": 2.2,
"position": [
-240,
100
],
"parameters": {
"formTitle": "Expense Approval Request",
"formDescription": "Submit your expense for manager approval. You'll receive an email confirmation once it's reviewed.",
"formFields": {
"values": [
{
"fieldLabel": "Your Name",
"fieldType": "text",
"requiredField": true,
"placeholder": "Jane Smith"
},
{
"fieldLabel": "Your Email",
"fieldType": "email",
"requiredField": true,
"placeholder": "jane@company.com"
},
{
"fieldLabel": "Manager Email",
"fieldType": "email",
"requiredField": true,
"placeholder": "manager@company.com"
},
{
"fieldLabel": "Amount",
"fieldType": "text",
"requiredField": true,
"placeholder": "$250.00"
},
{
"fieldLabel": "Category",
"fieldType": "dropdown",
"requiredField": true,
"fieldOptions": {
"values": [
{
"option": "Travel"
},
{
"option": "Software / Tools"
},
{
"option": "Office Supplies"
},
{
"option": "Training / Education"
},
{
"option": "Meals & Entertainment"
},
{
"option": "Other"
}
]
}
},
{
"fieldLabel": "Description",
"fieldType": "textarea",
"requiredField": true,
"placeholder": "Brief explanation of the expense and business purpose"
}
]
},
"responseMode": "formPage",
"responseText": "Your expense request has been submitted! Your manager will be notified shortly.",
"options": {}
}
},
{
"id": "n05-send-and-wait",
"name": "Send Approval Request",
"type": "n8n-nodes-resend.resend",
"typeVersion": 1,
"position": [
100,
100
],
"parameters": {
"resource": "email",
"operation": "sendAndWait",
"sendFrom": "approvals@yourcompany.com",
"sendTo": "={{$json[\"Manager Email\"]}}",
"subject": "=Action Required: Expense Approval for {{$json[\"Your Name\"]}} ({{$json[\"Amount\"]}})",
"message": "=Hi,\n\n{{$json[\"Your Name\"]}} has submitted an expense request that requires your approval.\n\nDetails:\n- Employee: {{$json[\"Your Name\"]}}\n- Amount: {{$json[\"Amount\"]}}\n- Category: {{$json[\"Category\"]}}\n- Description: {{$json[\"Description\"]}}\n\nPlease review and click one of the buttons below to approve or decline.",
"responseType": "approval",
"approvalOptions": {
"values": {
"approvalType": "double",
"approveLabel": "\u2705 Approve",
"buttonApprovalStyle": "primary",
"disapproveLabel": "\u274c Decline",
"buttonDisapprovalStyle": "secondary"
}
},
"options": {}
},
"credentials": {
"resendApi": {
"name": "<your credential>"
}
}
},
{
"id": "n05-if",
"name": "Was Approved?",
"type": "n8n-nodes-base.if",
"typeVersion": 2,
"position": [
420,
100
],
"parameters": {
"conditions": {
"options": {
"caseSensitive": true,
"leftValue": "",
"typeValidation": "strict",
"version": 2
},
"conditions": [
{
"id": "approval-check",
"leftValue": "={{$json.data.approved}}",
"rightValue": true,
"operator": {
"type": "boolean",
"operation": "equals"
}
}
],
"combinator": "and"
},
"options": {}
}
},
{
"id": "n05-approved-email",
"name": "Send Approval Confirmation",
"type": "n8n-nodes-resend.resend",
"typeVersion": 1,
"position": [
700,
-80
],
"parameters": {
"resource": "email",
"operation": "send",
"from": "noreply@yourcompany.com",
"to": "={{$node[\"Expense Submission Form\"].json[\"Your Email\"]}}",
"subject": "=\u2705 Your expense has been approved \u2014 {{$node[\"Expense Submission Form\"].json[\"Amount\"]}}",
"useTemplate": false,
"emailFormat": "html",
"html": "=<!DOCTYPE html><html><body style=\"margin:0;padding:0;background:#f6f6f9;font-family:sans-serif\"><div style=\"max-width:560px;margin:40px auto;background:#fff;border-radius:12px;overflow:hidden\"><div style=\"background:#16a34a;padding:28px 36px\"><h1 style=\"color:#fff;margin:0;font-size:22px\">\u2705 Expense Approved</h1></div><div style=\"padding:36px\"><p style=\"color:#444;font-size:16px;margin-top:0\">Hi {{$node[\"Expense Submission Form\"].json[\"Your Name\"]}},</p><p style=\"color:#555;font-size:15px;line-height:1.7\">Great news \u2014 your expense has been <strong>approved</strong> by your manager.</p><div style=\"background:#f0fdf4;border:1px solid #bbf7d0;border-radius:8px;padding:20px;margin:20px 0\"><table style=\"width:100%;font-size:14px;color:#444\"><tr><td style=\"padding:6px 0;font-weight:600\">Amount</td><td style=\"padding:6px 0\">{{$node[\"Expense Submission Form\"].json[\"Amount\"]}}</td></tr><tr><td style=\"padding:6px 0;font-weight:600\">Category</td><td style=\"padding:6px 0\">{{$node[\"Expense Submission Form\"].json[\"Category\"]}}</td></tr><tr><td style=\"padding:6px 0;font-weight:600\">Description</td><td style=\"padding:6px 0\">{{$node[\"Expense Submission Form\"].json[\"Description\"]}}</td></tr><tr><td style=\"padding:6px 0;font-weight:600\">Approved on</td><td style=\"padding:6px 0\">{{$now.toFormat('MMMM d, yyyy')}}</td></tr></table></div><p style=\"color:#555;font-size:14px\">Please submit your receipt to finance for reimbursement. Reimbursements are processed within 5 business days.</p></div></div></body></html>",
"additionalOptions": {}
},
"credentials": {
"resendApi": {
"name": "<your credential>"
}
}
},
{
"id": "n05-declined-email",
"name": "Send Rejection Notice",
"type": "n8n-nodes-resend.resend",
"typeVersion": 1,
"position": [
700,
280
],
"parameters": {
"resource": "email",
"operation": "send",
"from": "noreply@yourcompany.com",
"to": "={{$node[\"Expense Submission Form\"].json[\"Your Email\"]}}",
"subject": "=\u274c Your expense request was declined \u2014 {{$node[\"Expense Submission Form\"].json[\"Amount\"]}}",
"useTemplate": false,
"emailFormat": "html",
"html": "=<!DOCTYPE html><html><body style=\"margin:0;padding:0;background:#f6f6f9;font-family:sans-serif\"><div style=\"max-width:560px;margin:40px auto;background:#fff;border-radius:12px;overflow:hidden\"><div style=\"background:#dc2626;padding:28px 36px\"><h1 style=\"color:#fff;margin:0;font-size:22px\">\u274c Expense Not Approved</h1></div><div style=\"padding:36px\"><p style=\"color:#444;font-size:16px;margin-top:0\">Hi {{$node[\"Expense Submission Form\"].json[\"Your Name\"]}},</p><p style=\"color:#555;font-size:15px;line-height:1.7\">We're sorry \u2014 your expense request has been <strong>declined</strong> by your manager.</p><div style=\"background:#fef2f2;border:1px solid #fca5a5;border-radius:8px;padding:20px;margin:20px 0\"><table style=\"width:100%;font-size:14px;color:#444\"><tr><td style=\"padding:6px 0;font-weight:600\">Amount</td><td style=\"padding:6px 0\">{{$node[\"Expense Submission Form\"].json[\"Amount\"]}}</td></tr><tr><td style=\"padding:6px 0;font-weight:600\">Category</td><td style=\"padding:6px 0\">{{$node[\"Expense Submission Form\"].json[\"Category\"]}}</td></tr><tr><td style=\"padding:6px 0;font-weight:600\">Description</td><td style=\"padding:6px 0\">{{$node[\"Expense Submission Form\"].json[\"Description\"]}}</td></tr></table></div><p style=\"color:#555;font-size:14px;line-height:1.7\">If you believe this was declined in error, please reach out to your manager directly or submit a revised request with additional context.</p></div></div></body></html>",
"additionalOptions": {}
},
"credentials": {
"resendApi": {
"name": "<your credential>"
}
}
}
],
"connections": {
"Expense Submission Form": {
"main": [
[
{
"node": "Send Approval Request",
"type": "main",
"index": 0
}
]
]
},
"Send Approval Request": {
"main": [
[
{
"node": "Was Approved?",
"type": "main",
"index": 0
}
]
]
},
"Was Approved?": {
"main": [
[
{
"node": "Send Approval Confirmation",
"type": "main",
"index": 0
}
],
[
{
"node": "Send Rejection Notice",
"type": "main",
"index": 0
}
]
]
}
},
"active": false,
"settings": {
"executionOrder": "v1"
},
"versionId": "55555555-aaaa-bbbb-cccc-000000000005",
"meta": {
"templateCredsSetupCompleted": false
},
"id": "resend-ex-05",
"tags": [
{
"id": "tag-resend-examples",
"name": "resend-example"
}
]
}
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About this workflow
05 – Expense Approval via Email (Send & Wait). Uses formTrigger, n8n-nodes-resend. Event-driven trigger; 8 nodes.
Source: https://github.com/resend/n8n-nodes-resend/blob/master/examples/05-expense-approval-send-and-wait.json — original creator credit. Request a take-down →
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