CHATBOTS
Pre-trip budget estimator from a webhook form
A pre-trip planning form submission triggers a full-trip reimbursement simulation across flights, hotel, meals, and ground transport.
How it runs
The automated pipeline, trigger to output.
- TriggerPre-trip form submitted via webhookHTTP webhook
- ActionLoad city-tier rates and role caps from AirtableAirtable
- ActionBuild per-category trip budget with the modelOpenAI
- LogicTotal envelope and flag uncovered legs
- ActionWrite estimate to the trip recordAirtable
- OutputEmail the budget envelope to the employeeGmail
What it does
Before an employee books a trip, they submit a short form (destination, dates, traveler level, purpose). The workflow simulates the entire trip against policy and returns a per-category spending envelope — the nightly hotel cap for that city, daily meal allowance, allowable flight class, and ground-transport limits — so they book inside policy on the first try.
When to use it
Ideal for organizations with city-tiered travel caps and frequent business travel. It replaces the back-and-forth of "is this hotel too expensive?" with a concrete budget delivered before booking.
How it works
- 1A pre-trip form posts its fields to an HTTP webhook, starting the run.
- 2City-tier rates and role-based caps are pulled from Airtable.
- 3The model assembles a category-by-category budget for the trip's length and traveler level.
- 4A logic step totals the envelope and flags any leg that has no covered option (e.g., no compliant flight under cap).
- 5The estimate and per-category caps are written to the trip record and emailed to the employee.
Set it up
What you configure once, before turning it on.
- 1Connect HTTP webhookTrigger any URL on agent actions.
- 2Connect AirtableBases, tables, views, automations.
- 3Connect OpenAIModels, embeddings, files.
- 4Connect GmailRead, draft, send, label.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, 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.
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