FINANCE
Receipt Upload OCR Policy Check with Manager Escalation
When an employee drops a receipt into a Drive folder, it extracts the line items, checks them against expense policy.
How it runs
The automated pipeline, trigger to output.
- TriggerNew receipt file in Drive folderGoogle Drive
- ActionExtract line items from receipt imageOpenAI
- LogicCheck parsed data against expense policy
- LogicSplit clean receipts from outliers
- OutputEmail outlier escalation to managerGmail
What it does
This workflow turns a receipt image into a policy decision. As soon as a receipt lands in the shared Drive folder, it reads the vendor, total, date, and line items, then judges whether the spend fits policy. Compliant receipts get a quiet approval log entry; receipts with banned categories, missing itemization, or amounts over the limit get escalated to the submitter's manager.
When to use it
Use this when employees submit receipts as images or PDFs and you want first-pass triage done automatically so managers only see the ones that actually need a human. Ideal for travel-heavy teams.
How it works
- 1A new file in the designated Google Drive folder triggers the run.
- 2An OpenAI vision step extracts vendor, total, date, and itemized lines from the image.
- 3A logic step checks the parsed data against policy: category allowlist, per-line caps, and itemization requirements.
- 4Clean receipts route to a quiet approval path.
- 5Outliers trigger a Gmail escalation to the manager with the parsed receipt and the specific failed rule.
Set it up
What you configure once, before turning it on.
- 1Connect Google DriveDocs, sheets, slides, files.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect GmailRead, draft, send, label.
- 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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