Administrative and Financial ProcessesPurpose
1.2. Automate collection, validation, routing, and archiving of requests, minimizing manual intervention.
1.3. Ensure transparency, quick approvals, audit trails, and compliance with financial guidelines.
1.4. Integrate notifications, multi-level approval, receipt uploads, status updates, and expense tracking.
1.5. Enable adaptive logic based on dollar amount, payee identity, and urgency level.
Trigger Conditions
2.2. Upload of payment or purchase receipt to a designated folder or channel.
2.3. Receipt of an email with specific keywords (e.g., "Anime Club Reimbursement Request").
2.4. Entry of expense data in a shared spreadsheet or finance app.
2.5. Creation of a new expense row in an accounting system or Notion database.
2.6. Text/SMS with a specific syntax by a club member.
2.7. Addition of a claim ticket in a ticketing system.
Platform Variants
3.1. Google Forms
• Feature/Setting: “On Submit” trigger — Configure webhook to launch workflow on new response.
3.2. Airtable
• Feature/Setting: "New Record" in Expenses table — Enable webhook or direct integration to monitor table insertions.
3.3. Slack
• Feature/Setting: "Slash Command" (e.g., /reimburse) — Connect to trigger reimbursement request dialog; post in approval channel.
3.4. Microsoft Teams
• Feature/Setting: "Adaptive Card Submission" — Setup action trigger on form submissions within Teams group.
3.5. Asana
• Feature/Setting: "New Task in Reimbursements Project" — Launch flow on new task creation.
3.6. Trello
• Feature/Setting: "Card added to Reimbursements List" — Use automation from Trello Power-Ups on new card event.
3.7. Zapier
• Feature/Setting: "New Webhook Catch" — Link incoming data from web/app to multistep flow with conditional approvals.
3.8. DocuSign
• Feature/Setting: "Completed Envelope" webhook — Activate approval routing when a sign-off envelope is completed.
3.9. DocuWare
• Feature/Setting: "Document Uploaded" — Automate archiving or advancing workflow for new claim documents uploaded.
3.10. Notion
• Feature/Setting: "New Database Item" in Expenses tracker — Trigger on row creation, call automation webhook.
3.11. Monday.com
• Feature/Setting: "Item Created in Board" — Configure to monitor reimbursement board for new submissions.
3.12. Smartsheet
• Feature/Setting: "Row Added" trigger — Set alert or webhook for new claims row insertion.
3.13. QuickBooks Online
• Feature/Setting: “Expense Created” webhook — Pull new transaction for approval and reimbursement processing.
3.14. Xero
• Feature/Setting: “New Expense Claim” event — Watch for new claim to begin approval process.
3.15. Zoho Expense
• Feature/Setting: "New Expense Report" trigger — Automate multi-level approval routing.
3.16. Outlook 365
• Feature/Setting: "Incoming Email with Subject Filter" — Forward to finance, log, and notify admins per rule.
3.17. GMail
• Feature/Setting: "Labelled Email" — Auto-route emails tagged with ‘reimbursement’ to approval workflow.
3.18. Twilio
• Feature/Setting: "Incoming SMS Webhook" — Parse messages with claims syntax and trigger validation logic.
3.19. Dropbox
• Feature/Setting: "File Uploaded to Folder" — Detect new receipt file to begin process; link to requester profile.
3.20. Salesforce
• Feature/Setting: "New Case" in Reimbursement Object — Automate owner assignment, approval, and notification steps.
3.21. ClickUp
• Feature/Setting: "Task Created in Reimbursement List" — Connect to automation on task creation; assign reviewer.
3.22. BambooHR
• Feature/Setting: "New Expense Request" — Monitor for HR expense claims tied to anime club roles.
3.23. ServiceNow
• Feature/Setting: "New Request Record" — Kick off approval workflow for submitted club expense tickets.
3.24. Jira
• Feature/Setting: "Issue Created in Reimbursement Project" — Workflow initiates on issue creation, routes for review.
3.25. Make (Integromat)
• Feature/Setting: "Webhook" module — Accept new claims and orchestrate approval steps across platforms.
Benefits
4.2. Provides consistent user experience for both requestors and approvers.
4.3. Ensures all required documentation is included and validated at intake.
4.4. Reduces errors and administrative overhead.
4.5. Enables ready-to-audit logs and compliance support.
4.6. Improves transparency with real-time status notifications.
4.7. Adapts routing logic to reflect organization or anime club protocols.
4.8. Frees up club officers for core engagement and creative planning.