Automate conference travel approvals with Deepseek AI, Gmail and Google Sheets

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

Introduction Automates overseas conference approval requests to CEO. Generates emails with conference details, flight quotes, accommodation, expense breakdown, and admin procedures. Ensures consist...

Best for

Document Extraction automation workflows
Multimodal AI automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.manualtrigger, n8n-nodes-base.set, n8n-nodes-base.httprequest, n8n-nodes-base.code, n8n-nodes-base.if, n8n-nodes-base.merge, n8n-nodes-base.aggregate, n8n-nodes-base.gmail

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Cheng Siong Chin.

Original n8n.io source

1.1 Workflow description

Title: Automate conference travel approvals with Deepseek AI, Gmail and Google Sheets
Workflow name: Automate conference travel approvals with Deepseek AI, Gmail and Google Sheets

Introduction

Automates overseas conference approval requests to CEO. Generates emails with conference details, flight quotes, accommodation, expense breakdown, and admin procedures. Ensures consistency and saves time.

How It Works

Manual trigger initiates: fetches exchange rates/conference details, parses flight quotes, uses AI to calculate expenses and generate draft, checks budget, formats messages, merges versions, creates PDF, sends to CEO, logs to tracker.

Workflow Template

Manual Trigger → Configuration → [Exchange Rates + Conference Details + Flight Quotes] → AI Agent → [GPT-4 + Calculate + Extract + Generate Tools] → Total Expenses → Budget Check → [Format Approved + Warning] → Merge → PDF → Send CEO → Log Tracker

Workflow Steps

Initialization: Manual trigger with conference parameters, sets variables (name, dates, location, funding)
Data Collection: Fetches/parses exchange rates, conference details via HTTP, aggregates 3 flight quotations
AI Processing: AI Agent orchestrates GPT-4 with Calculate, Extract, Generate tools for expense analysis and email drafting
Validation: Calculates total expenses, validates against budget threshold
Formatting: Customizes approval/warning messages by status, merges content versions
Delivery: Generates PDF breakdown, dispatches via Gmail to CEO, logs to Google Sheets tracker

Setup Instructions

APIs: Configure currency/conference endpoints with credentials
OpenAI: Add GPT-4 API key in AI Agent
AI Tools: Set Calculate, Extract, Generate parameters
Gmail: Connect account, set CEO recipient
Sheets: Link tracker with write permissions
Budget: Set threshold (default: $5000)

Prerequisites

n8n instance, Currency API, Conference API, OpenAI GPT-4 key, Gmail with OAuth, Google Sheets, PDF generator, Travel agent API

Use Cases

Academic: Staff requests conference with grant, registration, 3 quotes, hotel, visa. AI generates email with PO/card procedures. Sales: Manager seeks client meeting approval with comparisons, per diem. Training: Employee requests certification with fees, accommodation, transport.

Customization

Modify thresholds by department. Add categories (insurance, baggage). Customize AI prompts for tone/branding. Integrate flight sources. Extend approval chain. Add travel restrictions.

Benefits

Time Efficient: Reduces prep from 60+ to 5 minutes. AI-Powered: Intelligent analysis and generation. Consistent: Ensures completeness. Accurate: Eliminates errors.

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Manual Trigger

Type / Role: n8n-nodes-base.manualTrigger - manualTrigger
Config choices: Version 1

Block 2 - Workflow Configuration

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 3 - Fetch Exchange Rates

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.3

Block 4 - Get Conference Details

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.3

Block 5 - Calculate Total Expenses

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 6 - Parse Flight Quotes

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 7 - Check Budget Approval

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.2

Block 8 - Format Approved Email

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 9 - Format Budget Warning

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 10 - Merge Email Versions

Type / Role: n8n-nodes-base.merge - merge
Config choices: Version 3.2

Block 11 - Aggregate Flight Options

Type / Role: n8n-nodes-base.aggregate - aggregate
Config choices: Version 1

Block 12 - Send Email to CEO

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 13 - Log to Expense Tracker

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 14 - Generate PDF Attachment

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 15 - Extract Currency Data

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 16 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 17 - AI Email Composer Agent

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 3

Block 18 - Calculator Tool

Type / Role: @n8n/n8n-nodes-langchain.toolCalculator - toolCalculator
Config choices: Version 1

Block 19 - Expense Analysis Tool

Type / Role: @n8n/n8n-nodes-langchain.toolCode - toolCode
Config choices: Version 1.3

Block 20 - Flight Comparison Tool

Type / Role: @n8n/n8n-nodes-langchain.toolCode - toolCode
Config choices: Version 1.3

Block 21 - OpenRouter Chat Model

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenRouter - lmChatOpenRouter
Config choices: Version 1

Block 22 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 23 - Sticky Note2

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 24 - Sticky Note3

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	Automate conference travel approvals with Deepseek AI, Gmail and Google Sheets
Complexity	advanced
Nodes	24
Categories	Document Extraction, Multimodal AI
Author	Cheng Siong Chin
Published	05 Nov 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/10522/10522.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Document Extraction workflows Multimodal AI workflows

Frequently asked questions

What does Automate conference travel approvals with Deepseek AI, Gmail and Google Sheets do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Document Extraction, Multimodal AI use case.

Cheng Siong Chin

203 workflows

Nodes

n8n-nodes-base.manualtrigger n8n-nodes-base.set n8n-nodes-base.httprequest n8n-nodes-base.code n8n-nodes-base.if n8n-nodes-base.merge n8n-nodes-base.aggregate n8n-nodes-base.gmail

Complexity

advanced

Published 05 Nov 2025

Likes 0

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Install path: /data/workflows/10522/10522.json

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Automate conference travel approvals with Deepseek AI, Gmail and Google Sheets

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Introduction

How It Works

Workflow Template

Workflow Steps

Setup Instructions

Prerequisites

Use Cases

Customization

Benefits

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Manual Trigger

Block 2 - Workflow Configuration

Block 3 - Fetch Exchange Rates

Block 4 - Get Conference Details

Block 5 - Calculate Total Expenses

Block 6 - Parse Flight Quotes

Block 7 - Check Budget Approval

Block 8 - Format Approved Email

Block 9 - Format Budget Warning

Block 10 - Merge Email Versions

Block 11 - Aggregate Flight Options

Block 12 - Send Email to CEO

Block 13 - Log to Expense Tracker

Block 14 - Generate PDF Attachment

Block 15 - Extract Currency Data

Block 16 - Sticky Note

Block 17 - AI Email Composer Agent

Block 18 - Calculator Tool

Block 19 - Expense Analysis Tool

Block 20 - Flight Comparison Tool

Block 21 - OpenRouter Chat Model

Block 22 - Sticky Note1

Block 23 - Sticky Note2

Block 24 - Sticky Note3

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions