Automated expense and budget tracking

Purpose

1.1. Enable real-time capture, classification, and reconciliation of all advertising, client, and internal expenses across channels.
1.2. Aggregate receipts, track vendor payments, sync with campaigns, and auto-generate client-facing budgets, reports, and alerts.
1.3. Minimize manual entry for staff, flag anomalies for review, ensure contractual agreements align with financial records.

Trigger Conditions

2.1. New transaction posted to a corporate card or agency-managed bank account.
2.2. Invoice issued or received from an advertising platform or contractor.
2.3. Approval or rejection event for expenses in the finance system.
2.4. Scheduled reconciliation interval (e.g., daily, weekly).
2.5. Detection of budget deviations or threshold breaches on a per-client basis.

Platform Variants

3.1. QuickBooks Online
• Endpoint: Webhooks for new expense records; API/create/expenses
3.2. Xero
• Endpoint: Accounting API/PUT Invoices, GET Expense Claims
3.3. SAP Concur
• Feature: Expense Report Push Notifications; API/v3/expenseEntry
3.4. NetSuite
• Endpoint: REST API/expenses/add, GET /budget/report
3.5. Zoho Books
• Endpoint: Expenses API/create, Budgets API/list
3.6. Expensify
• Setting: Policy Webhooks, Expense Creation Callback
3.7. FreshBooks
• API: Expenses POST, Expense Reports GET
3.8. Sage Intacct
• Function: Expense Report Object, API/ExpenseReports
3.9. Google Sheets
• Feature: Apps Script onEdit trigger; Sheets API/append
3.10. Microsoft Excel Online
• Feature: Office Scripts and Flow: Workbook.OnRowAdded
3.11. Wave Accounting
• Endpoint: Expense Mutations (GraphQL), Transaction Created
3.12. Oracle ERP Cloud
• REST API: Financials/expenses POST, Budgets/monitor GET
3.13. Bill.com
• Endpoint: Payables API/expenses POST, Receivables Webhook
3.14. Trello
• Feature: Butler automation for card label = “Expense”; POST webhooks
3.15. Airtable
• Feature: Automations; API PATCH on new ‘Expense’ record
3.16. Slack
• Feature: Workflow Builder - Expense submission form trigger
3.17. Gmail
• Feature: Filters label “Receipt”; Apps Script for auto-forward
3.18. Dropbox
• Endpoint: File upload webhook for new receipt PDFs
3.19. Salesforce
• Feature: Expense Object trigger; Apex automation
3.20. Asana
• Feature: API - Task Created with “Expense” tag
3.21. PayPal
• Endpoint: Transactions Webhook (Payment Sale Completed)
3.22. Stripe
• Webhook: Invoice.payment_succeeded, Balance.transaction.created
3.23. HubSpot
• Workflow: Custom property “Expense Incurred” update
3.24. Monday.com
• Automation: New Expense Item triggers Budget Update recipe
3.25. Jira Service Management
• Automation: Issue transitioned to “Expense” status triggers event

Benefits

4.1. Removes repetitive entry and reduces human error in expense documentation.
4.2. Real-time visibility into spending and budget compliance per client/campaign.
4.3. Shortens month-end closing cycles and ensures up-to-date project profitability snapshots.
4.4. Increases accuracy/reliability of financial reporting and compliance.
4.5. Provides actionable alerts on overruns and facilitates audit trail generation across platforms.