How to Create Google Forms and Approval Workflows with AI

Morgan Hopkins, Customer Success Manager

Last Updated: Mar 11, 2026

What if you could describe the form and approval process you need using natural language, and have it built for you automatically? With the Form Approvals AI Form + Workflow Builder, that's exactly what you can do. No drag-and-drop, no manual configuration — just tell the system what you need and it generates your Google Form, complete with an approval workflow, in seconds.

What is the AI Form + Workflow Builder?

The AI Form + Workflow Builder is a feature within Form Approvals that lets you create a Google Form and its associated approval workflow from a single natural language description. Instead of manually adding questions to a form and then configuring recipients, conditions, and groups in the add-on, you describe your process and the AI handles the rest.

For example, you could type: “Create a purchase order form with fields for item description, quantity, unit price, total amount, and department. Route to the department manager for approval. If the total exceeds $5,000, also route to the finance department for approval requiring only one response.” The AI will generate the form fields with the correct question types, set up the approval routing with conditional logic, and create the actual Google Form in your Drive. Try the AI Form + Workflow Builder.

How It Works

Step 1: Describe Your Form

From your dashboard, open the menu next to My Forms and select “Create new form with AI”. In the text area, describe the form you want to create and the approval workflow it needs. Be as detailed or as brief as you like — the AI will ask clarifying questions if it needs more information.

Step 2: Review and Refine

The AI generates a preview of your form fields and approval workflow. You can review the suggested questions, field types, and recipient routing. If something isn't quite right, continue the conversation — tell the AI what to change and it will update the configuration.

Step 3: Create the Google Form

Once you're happy with the form structure, click to create it. The AI builds the actual Google Form in your Google Drive with all the questions, field types, and validation rules. A linked Google Sheet is created automatically as the response destination.

Step 4: Approval Workflow is Auto-Configured

The approval workflow is configured at the same time. Recipients, conditional routing, groups, and quorum settings are all set up based on your description. The form is ready to share and start collecting responses with approvals immediately.

Example Prompts to Get You Started

Not sure what to type? Here are some examples you can use or adapt:

• Time Off Request: “Create a time off request form with fields for employee name, manager email, leave type (vacation, sick, personal), start date, return date, number of days off, and reason. Route to the direct manager for approval. If the number of days off exceeds 5, also route to HR for approval requiring only one response. Send a copy to admin@example.com at the end of the process.”
• Purchase Order: “Create a purchase order form with fields for vendor name, item description, quantity, unit price, total amount, and department. Route to the department manager for approval. If the total exceeds $5,000, also route to the finance department for approval requiring only one response.”
• Expense Reimbursement: “Create an expense reimbursement form with fields for employee name, manager email, department, expense date, category (travel, meals, supplies, other), amount, and upload receipt. Route to the direct manager. If the amount exceeds $500, also route to the finance team for approval requiring only one response.”
• Travel Request: “Create a travel request form with fields for employee name, manager email, department, destination, departure date, return date, estimated cost, and purpose. Route to the direct manager. If the estimated cost exceeds $2,000, also route to the VP for approval.”
• IT Access Request: “Create an IT access request form with fields for employee name, system or application, access level (read-only, read-write, admin), justification, and manager email. Route to the manager for approval, then to IT to action the request.”
• Invoice Approval: “Create an invoice approval form with fields for vendor name, invoice number, amount, due date, department, description, and upload invoice. Route to the department head. If the amount exceeds $10,000, also route to the CFO for approval.”

Ready to try one of these? Open the AI Form + Workflow Builder and paste any of the prompts above to get started in seconds.

AI Workflow Assistant for Existing Forms

Already have a Google Form? You don't need to start from scratch. The AI can also generate approval workflows for your existing forms. Open any form in the Form Approvals dashboard, navigate to the form settings page, and use the AI Workflow Assistant to describe the routing you need. The AI will analyze your form's questions and generate the appropriate recipients, conditions, and groups.

This is especially useful when you have a complex form with many questions and need sophisticated routing logic. Instead of manually configuring each recipient and condition, describe the rules using natural language and let the AI build it for you.

Get Started

Ready to build your first form with AI? Open the AI Form + Workflow Builder and describe what you need. It's available on all plans, including the free tier. Learn how to get started or view pricing.