Automated expense tracking and approvals

Purpose

1.1. Automate real-time tracking, categorization, and approval of shuttle service business expenses (fuel, maintenance, payroll, tolls) for accurate accounting, timely reimbursements, and transparent spend reporting.
1.2. Integrate receipts and data from drivers, managers, and vendors into central finance systems.
1.3. Enforce multi-level approval workflows according to business rules, minimize manual entry, prevent errors, and accelerate monthly closes.

Trigger Conditions

2.1. New expense submission via mobile/web form, email, or app by drivers or staff.
2.2. Receipt upload by photo/email/scan.
2.3. Expense record created/updated in accounting or payroll system.
2.4. Workflow stage: expense awaiting manager, finance, or admin approval.
2.5. Upload to cloud storage or external receipt capture app.

Platform Variants

3.1. FreshBooks
• Feature: “Expense Receipts API” – configure webhook for new expense uploads.
3.2. QuickBooks Online
• Feature: “Create/Read Expenses API” – trigger on new record, auto-route to approval step.
3.3. Xero
• Function: “Receipts Endpoint” – sync photo or scanned receipts, match to charges.
3.4. SAP Concur
• Feature: “Expense Report Webhook” – push to approval flow when submitted.
3.5. Expensify
• API: “Report Automation” – monitor and forward expenses to next reviewer.
3.6. Zoho Expense
• Feature: “Auto Approve Rule” – setup triggers for instant policy-based approvals.
3.7. NetSuite
• Function: “Expense Report Creation REST API” – automate creation and manager notification.
3.8. Microsoft Power Automate
• Feature: “When a New Expense is Created” connector – route approval via Teams/Outlook.
3.9. Gusto
• Feature: “Expense Reimbursement API” – detect new requests, add approvals, send to payroll.
3.10. Slack
• API: “Slash Commands/Event API” – submit expenses to channel for review.
3.11. Google Sheets
• API: “On Row Added” trigger – new row logs expense, approval cell auto-notifies supervisor.
3.12. Airtable
• Function: “Record Updated” automation – moves records to ‘Pending Approval’ and notifies.
3.13. DocuSign
• Feature: “Envelope Status Changed” webhook – sign-off digitized expense approval forms.
3.14. Dropbox
• Feature: “New File” webhook – detects receipt in a designated folder, triggers approval.
3.15. Drive
• API: "Files: Watch" – new upload initiates expense workflow.
3.16. Trello
• Feature: “Card Added to Board” – card for expense, move to ‘Approve’ list, assign reviewer.
3.17. Monday.com
• Function: “Status Change” automation – notify finance on 'Needs Review'.
3.18. Oracle E-Business Suite
• API: “Expense Entry Web Service” – ingest and push for multi-level approval.
3.19. SFTP/FTP Connectors
• Feature: “Watch File Upload” – auto-read receipts from remote server, begin workflow.
3.20. Mailparser
• Feature: “Email Parsing Rule” – extract expenses from incoming mails, auto-input records.
3.21. Salesforce
• API: “Expense Object Event” – trigger record assignment and status update.
3.22. Sage Intacct
• API: “Expense Reports API” – monitor and automate multi-stage sign-off.
3.23. ServiceNow
• Feature: “Business Rule Script” – auto-route expenses to finance queues.

Benefits

4.1. Eliminates manual data entry, reducing processing time and risk of human errors.
4.2. Enforces compliance with company spending limits and documentation rules.
4.3. Provides instant, audit-ready digital trail for each expense.
4.4. Accelerates approvals, improving employee satisfaction and cash flow visibility.
4.5. Enables scalable, granular control adaptable to seasonal or volume shifts in business operations.