Expense approval workflows

Purpose

1.1. Streamline and accelerate the expense approval process specifically for billing and payments tied to amusement/arcade machine supply.
1.2. Enforce compliance by routing spending requests through digital workflows tailored to each department and expense type.
1.3. Capture audit trails and approval hierarchies for regulatory and business oversight within wholesale entertainment environments.
1.4. Minimize manual intervention, automatically allocate costs, and reduce approval cycle time across finance functions for arcade machine sales, service, and distribution.

Trigger Conditions

2.1. Submission of new expense report or purchase request in finance system.
2.2. Invoices uploaded via email, portal, or integrated scanner.
2.3. Spending exceeding defined departmental thresholds.
2.4. Receipt of vendor bills related to arcade machine procurement or maintenance.
2.5. End of billing cycles requiring payment reconciliation.

Platform Variants

3.1. SAP Concur
• Feature: Automated Approval Workflow — Configure “Expense Submission” to trigger multi-level approvals based on cost centers.
3.2. QuickBooks Online
• API: “Create/Send Expense” endpoint — Automate approval requests and set reminders using workflow builder triggers.
3.3. Xero
• API: Use “Submit Expense Claim” and automate notifications with “Set Approver” rule.
3.4. Zoho Expense
• Setting: Create “Custom Approval Flow” linking department heads and finance controllers as dynamic approvers.
3.5. NetSuite
• Workflow: “Expense Report Approval” with rules for arcade sales or maintenance expenses.
3.6. Microsoft Power Automate
• Connector: Use “Approvals - Start an approval” step for triggered finance requests.
3.7. Slack
• Feature: Workflow Builder — Automate DM requests to managers with options to approve/reject via Slack buttons.
3.8. Google Workspace (Apps Script)
• Trigger: Script with onFormSubmit — Sends expense approval to specified finance email group.
3.9. Salesforce
• Process Builder: Set trigger on “New Expense” object; assign approval tasks by region.
3.10. Trello
• Power-Up: “Card Approvals” — Configure to move cards (expenses) to “Approved” after manager review.
3.11. ServiceNow
• Flow Designer: Automate expense approval based on configured routing tables per department.
3.12. Oracle Fusion Cloud
• Task Flow: “Expense Approvals” with business unit and project-based rules.
3.13. Monday.com
• Automation: “When column changes” trigger to send approval requests for finance board changes.
3.14. FreshBooks
• API: “Create Expense” with webhook for approval status changes.
3.15. HubSpot
• Workflow: Trigger automation on “New Deal Expense” property; send approval emails.
3.16. BambooHR
• Approval: “Custom Workflow” for employee-submitted expenses and management sign-off.
3.17. Jira Service Management
• Automation: “On Issue Created” set approval step for finance-type issues (expense).
3.18. AirTable
• Automation: “When record matches” trigger to send expense approval form to supervisors.
3.19. Asana
• Rule: “Mark as Waiting for Approval” on expense task status — assign to finance head.
3.20. DocuSign
• API: Trigger workflow for digital sign-off on expense approval forms.
3.21. Box
• Relay: “Upload Trigger” to send invoices for approval upon file receipt.

Benefits

4.1. Reduce manual processing and cycle times for all expense approvals.
4.2. Ensure policy compliance and transparent audit logs across all teams.
4.3. Align spending with project and departmental budgets for arcade machine supply operations.
4.4. Improve cash flow management by eliminating delays in processing vendor and internal expenses.
4.5. Automatically escalate exceptions and policy breaches for corrective action.