Extract timesheet data with Mistral OCR & Gmail human verification

📖 Description

🔹 How it works

This workflow introduces an AI + Human-in-the-Loop pipeline for employee timesheet management. It combines the power of Google Drive, AI (OCR + LLM), and Gmail with a human review step to ensure accuracy and compliance.

1. AI-Powered File Discovery

   • Scans a Google Drive folder for new or updated timesheet files (PDF, Word, Excel, Images).

2. AI Data Extraction

   • Uses OCR and LLM (Mistral) to intelligently read and extract structured data.
   • Supports multiple formats: PDF, Word (DOC/DOCX), Excel (XLS/XLSX), and Image files (JPG, PNG, scanned documents).
   • Creates clean JSON with file details and timesheet logs (date, hours worked, tasks, notes).

3. Smart Data Formatting

   • Converts AI output into a clear HTML summary table for easy review.
   • Flags potential anomalies (missing hours, duplicate dates, irregular entries).

4. Human-in-the-Loop Verification

   • Sends an approval email via Gmail containing:
     • File metadata
     • AI-generated HTML summary
     • JSON attachment of raw extracted data
   • HR/Managers review the summary and approve/reject before final actions occur.

5. Post-Approval Automation (optional)

   • Approved records can be saved in a separate Google Drive folder.
   • Employees or HR receive confirmation emails.

⚙️ Set up steps

1. Connect Credentials

   • Add Google Drive and Gmail credentials in n8n.
   • Configure Mistral (or any LLM) API credentials.

2. Configure Google Drive

   • In the “Search files and folders” node, replace the folderId with your company’s timesheet folder ID.

3. Customize Extraction Schema

   • Sticky notes explain how JSON output is structured.
   • Adapt it for your organization’s needs (e.g., overtime, project codes).

4. Set Up Human Verification Emails

   • Update Gmail node recipients to your HR or approval team.
   • Customize the email body (AI summary + JSON file attached).

5. Activate & Test

   • Enable the workflow.
   • Upload a sample timesheet to trigger the AI + human verification loop.

⚡ Result: A robust AI + Human-in-the-Loop workflow that reduces repetitive data entry, prevents payroll errors, and gives HR full confidence before final approval.