Automate employee trip expense processing with Jotform, OpenAI and Google Sheets

👤 Who’s it for

This workflow is designed for employees who need to submit expense claims for business trips. It automates the process of extracting data from receipts/invoices, logging it to a Google Sheet, and notifying the finance team via email.

Ideal users: - Employees submitting business trip expense claims - HR or Admins reviewing travel-related reimbursements - Finance teams responsible for processing claims

⚙️ How it works / What it does

1. Employee submits a form with trip information (name, department, purpose, dates) and uploads one or more receipts/invoices (PDF). 2. Uploaded files are saved to Google Drive for record-keeping. 3. Each PDF is passed to a DocClaim Assistant agent, which uses GPT-4o and a structured parser to extract structured invoice data. 4. The data is transformed and formatted into a standard JSON structure. 5. Two parallel paths are followed: - Invoice records are appended to a Google Sheet for centralized tracking. - A detailed HTML email summarizing the trip and expenses is generated and sent to the finance department for claim processing.

🛠 How to set up

1. Create a form to capture: - Employee Name - Department - Trip Purpose - From Date / To Date - Receipt/Invoice File Upload (multiple PDFs)

2. Configure file upload node to store files in a specific Google Drive folder.