FINANCE
Receipt Upload OCR, Categorization, and Policy Flagging
When an employee uploads a receipt to a shared Drive folder, OCRs it, extracts merchant/amount/category, writes a structured row to Postgres.
How it runs
The automated pipeline, trigger to output.
- TriggerNew receipt file in Drive folderGoogle Drive
- ActionOCR and extract fields with OpenAIOpenAI
- ActionInsert structured expense into Postgres ledgerPostgres
- LogicEvaluate amount and category against policy
- OutputPost violation to Notion exceptions boardNotion
What it does
This workflow turns a dropped receipt image into a clean, policy-checked ledger entry. When a new file appears in the shared expense receipts folder in Google Drive, an OpenAI vision pass reads the receipt and extracts merchant, total, date, and a best-guess spend category. The structured result is written as a row in the Postgres expense ledger. If the extracted amount or category trips a policy rule — over the meal cap, a blocked category, no itemization on a large total — the workflow opens an entry on a Notion exceptions board for the approver.
When to use it
Use it when you want receipt capture, data entry, and first-pass policy screening to happen automatically the moment an employee uploads documentation, rather than at month-end review.
How it works
- 1A new file in the Drive receipts folder triggers the run.
- 2OpenAI reads the receipt and extracts structured fields.
- 3The parsed expense is inserted into the Postgres ledger.
- 4A policy check evaluates the amount and category.
- 5Violations are posted to the Notion exceptions board for approval.
Set it up
What you configure once, before turning it on.
- 1Connect Google DriveDocs, sheets, slides, files.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect PostgresAny Postgres URL — query, write, migrate.
- 4Connect NotionPages, databases, comments.
- 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.
Run this workflow in your colony.
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