Skip to content
Book a demo
Open the menu Close the menu
Call us 06 59 01 09 31 Book a demo

Expense reports above a threshold: manager approval

Reads each expense report received by email (PDF or text), extracts employee, merchant, category and total. Above 150 EUR, your manager must approve before the line is recorded; a refusal drafts a clear explanation to the employee. Below, the line is simply logged. Needs a Table with the columns employee, merchant, category, amount, status.

By
Loop & Roll team · Official
Copied
0 times
Steps
9
Version
1 · 18 October 2026
Requires
Loop & Roll 1.0.0 or later

Workflow graph

Expense reports above a threshold: manager approval Hover a node to see its role · Drag to move the graph
Expense report received — Email receivedExpense report recei…Email receivedRead the attachment — Read attachmentsRead the attachmentRead attachmentsExtract the expense — ExtractExtract the expenseExtractModelAbove 150 EUR? — Condition (If)Above 150 EUR?Condition (If)truefalseManager approval — ApprovalManager approvalApprovalapprovedrejectedRecord the approved expense — Table — insert a rowRecord the approved…Table — insert a rowRecord the small expense — Table — insert a rowRecord the small exp…Table — insert a rowExplain the refusal — Compose (AI)Explain the refusalCompose (AI)ModelSave the explanation as a draft — SendSave the explanation…SendOpenAI — OpenAI (GPT)OpenAIgpt-5-mini
Expense reports above a threshold: manager approval

How it works

  1. 1

    Expense report received

    trigger.email

  2. 2

    Read the attachment

    attachment.extract_text

  3. 3

    Extract the expense

    ai.extract

  4. 4

    Above 150 EUR?

    flow.if

  5. 5

    Manager approval

    flow.approval

  6. 6

    Record the approved expense

    table.insert

  7. 7

    Record the small expense

    table.insert

  8. 8

    Explain the refusal

    ai.compose

  9. 9

    Save the explanation as a draft

    mail.send

What you will fill in after import

Nothing personal travels with a template: connections, mailboxes, tables and recipients are left blank for you to pick in your instance.

Tables to choose
Record the approved expense · table Record the small expense · table
Mailboxes to choose
Save the explanation as a draft · mailbox
Connections to choose
OpenAI · connection (llm_provider)

See also

More in Approvals

All templates