Automate Conference Travel Approvals with Deepseek AI, Gmail and Google Sheets

Description

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.