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Businessintermediate

An expense approval workflow that starts with a WhatsApp photo

Template: Expense Approval Workflow: WhatsApp Receipts to Google Sheets

Send a photo or PDF of a receipt on WhatsApp. AI reads the vendor, date, amount and category and adds it to your Google Sheet. Small expenses are approved automatically; bigger ones wait for your approval, and approving marks them Approved in the sheet. You get a WhatsApp for every receipt.

  • 11 steps
  • ~5 min setup
  • basic plan

Free to use. Sign in to add it to your canvas.

WhatsApp Trigger
Message, voice note, tap or call In
WhatsApp
Message, voice note, buttons or AI call
Get file → me
from CiraIQ
Document Parser
Extract structured data from Docs
If / Else
{{$node.n3.fields.Amount}} greater than 5000
TRUEFALSE
Google Sheets
Complete Google Sheets automation
Ask for approval
Approvedauto-approved, continues now
Declinedthe gate refused to act
WhatsApp
Message, voice note, buttons or AI call
Message → me
🧾 *Needs your approval* KES {{$…
Google Sheets
Complete Google Sheets automation
WhatsApp
Message, voice note, buttons or AI call
Message → me
🧾 *Expense logged* KES {{$node.…
Error Trigger
Runs when this workflow fails
WhatsApp
Message, voice note, buttons or AI call
Message → me
⚠️ *Something needs your attenti…

Click a step to see its settings, or drag it to move it

Who it's for

Small teams and owners who collect receipts in a drawer and type them up at month end.

How it works

The flow you get, exactly as it lands on your canvas.

  1. WhatsApp TriggerStarts here

    Start a workflow when a WhatsApp message, button tap or call comes in

  2. WhatsAppWhatsapp

    Send messages, voice notes, buttons and media on WhatsApp - or call with an AI voice agent

  3. Document Parser

    Extract structured data from PDFs and images (JPG, PNG, WEBP) using OpenAI, Claude, or Gemini vision.

  4. If / Else

    Branch the workflow based on conditions. Routes to the true or false path.

  5. Google SheetsGoogle Sheets

    Complete Google Sheets automation with OAuth

  6. Human Approval

    Park an action for a person to approve. The run finishes; the action happens on approval.

  7. WhatsAppWhatsapp

    Send messages, voice notes, buttons and media on WhatsApp - or call with an AI voice agent

  8. Google SheetsGoogle Sheets

    Complete Google Sheets automation with OAuth

  9. WhatsAppWhatsapp

    Send messages, voice notes, buttons and media on WhatsApp - or call with an AI voice agent

  10. Error TriggerStarts here

    Runs when this workflow fails. Wire it to a notification to be told.

  11. WhatsAppWhatsapp

    Send messages, voice notes, buttons and media on WhatsApp - or call with an AI voice agent

Before it runs

Make a Google Sheet with an empty tab named "Expenses" - the columns are added on the first receipt. Pick that spreadsheet in both "Log it" steps, and tap "Connect my WhatsApp" in "You send a receipt". Expenses over KES 5,000 need approval; change the amount in "Over the limit?". Approve or reject them in CiraIQ under Approvals. Turn it on.

Questions

What is the approval limit?
Expenses over KES 5,000 need approval. Change the amount in "Over the limit?".
Where do I approve?
In CiraIQ under Approvals.
Do I need to set up the sheet?
Make a Google Sheet with an empty tab named "Expenses". The columns are added on the first receipt.

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