Expense Approval Flow template for n8n

n8n canvas: expense form, limit check, auto-approve branch, Slack approval with a wait, sheet record and employee email

Overview

Staff send an expense claim through an n8n form with the amount, category and a receipt link. Claims under your limit are approved straight away and recorded in a sheet.

Larger claims are posted to a Slack channel with Approve and Decline links. The workflow waits for the manager to click one, then records the decision and emails the employee the result. The limit and channels are yours to set.

Useful for

Stop small claims waiting in an inbox
Give managers a one-click decision in Slack
Keep one sheet of every claim and its outcome for the accountant

What's included

An n8n workflow with 8 nodes, ready to import
Trigger: Expense claim form
Connects Slack, Sheets, Gmail
Sticky notes on the canvas that explain what to set up
No credentials inside: you connect your own accounts

How to use it

1
Download the workflow JSON.
2
In n8n, choose Import from File and select the JSON.
3
Set your auto-approve limit and connect Slack, Google Sheets and Gmail on the nodes the sticky note names.
4
Submit a test claim above and below the limit from the Expense claim form.
5
Activate the workflow and share the form link with your team.