End-to-end lab case approval workflow that logs submissions, auto-approves low-cost cases, escalates high-cost cases to a Team Lead, and finalizes decisions back into Google Sheets with Gmail notifications at every stage.
n8n · workflow canvasproduction build
Context
Dental and medical labs needed a structured way to approve routine case costs quickly while routing expensive cases to a Team Lead, without losing track of status or manually chasing decisions.
Approach
Built three connected n8n workflows: the intake flow parses each case, writes it to Google Sheets, checks cost against the threshold, and either auto-approves or pauses for Team Lead review; dedicated Approve and Reject webhooks finalize the decision and notify the Assistant; a separate error monitor emails Ops on failures.
Architecture
Webhook POST (case submission)
Parse + enrich
Google Sheets create entry
Cost check
Within threshold: Gmail auto-approval
Exceeds threshold
Sheets pre-approved
Gmail Team Lead request
Wait node
GET approve/reject webhook
Process decision
Lookup + merge data
Sheets update status
Gmail final decision to Assistant
Error Trigger
Gmail error notification
Results
Days → minutes for routine casesApproval cycle time
