FINANCE
Emailed receipts to Airtable expense ledger with approval routing
Parses receipts forwarded to a finance inbox, logs each as a row in an Airtable expense table, and auto-routes for approval based on amount thresholds.
How it runs
The automated pipeline, trigger to output.
- TriggerReceipt forwarded to finance Gmail inboxGmail
- ActionExtract expense fields from email and attachmentOpenAI
- LogicApply amount threshold: auto-approve or route to review
- ActionCreate expense row in Airtable ledgerAirtable
- OutputSend confirmation reply to submitterGmail
What it does
Captures receipts that employees forward to a dedicated expenses email address, extracts the line-item details with OpenAI, and writes each expense into an Airtable ledger. It then sets the approval status automatically: small amounts are pre-approved, larger ones are marked pending for a manager.
When to use it
Use this when expenses come in by email and you want a single Airtable source of truth with tiered approval rules instead of forwarding threads around. Ideal for teams that already track spend in Airtable.
How it works
- 1A new message arrives in the finance Gmail inbox and triggers the workflow.
- 2OpenAI reads the email body and any attachment to extract merchant, amount, category, and date.
- 3A logic step compares the amount against your threshold: under the limit is auto-approved, over it is set to pending review.
- 4The expense is written as a new row in the Airtable ledger with status, parsed fields, and the submitter email.
- 5The submitter receives a confirmation email noting whether it was approved or sent for review.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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