Expense claim submission and approval

Purpose

1.1. Automate end-to-end expense claim submission, routing, validation, manager approval, and integration with property administration ledgers.
1.2. Automates collection of claim receipts, justifications, and cost coding for regulatory compliance in property administration.
1.3. Automator monitors for duplicates, flags breaches, tracks claim status, and updates employees with real-time notifications, automating internal communication.
1.4. Automation links expense claim data to payroll, accounting, and property management ledgers for unified corporate administration.

Trigger Conditions

2.1. Expense submission form completed by property administration staff.
2.2. New expense email with supporting documents received.
2.3. Claim data logged in corporate ERP or property management system.
2.4. Scheduled claim batch processing period starts (e.g., end-of-month).

Platform Variants

3.1. Microsoft Power Automate
• Feature: Expense approval flow.
• Setting: Configure trigger "When a new form response is received" for Microsoft Forms, Action: "Start and wait for approval".
3.2. Zapier
• Feature: Multi-app automation for expense claims.
• Setting: Trigger on new Google Form, Action: Create QuickBooks expense, notify via Gmail, route for approval in Slack.
3.3. Google Apps Script
• Feature: Custom automation for Google Sheets-based claims.
• Setting: OnFormSubmit trigger, Gmail API for email approval, Apps Script for data validation.
3.4. SAP Concur
• Feature: Automated expense entry and approval workflow.
• Setting: API endpoint `/expenseReports` for claim submission; webhook notification to managers for approval stage.
3.5. Workato
• Feature: Automates multi-system workflows.
• Setting: Trigger on new SharePoint entry, Action: Approve/Reject via Workato Approvals, post to property admin Slack channel.
3.6. ServiceNow
• Feature: Automated expense management workflow.
• Setting: Flow Designer to trigger from new Expense Request record; approval flow configuration.
3.7. Salesforce Flow
• Feature: Automated claim routing within CRM.
• Setting: Trigger: new Expense__c object; Action: Record Approval Process and Email Alert.
3.8. Oracle Cloud ERP
• Feature: Automates expense claim approval process.
• Setting: Configure Expense Approval Rules; API for claim imports.
3.9. QuickBooks Online API
• Feature: Create and monitor expenses.
• Setting: Endpoint `/v3/company/:company_id/expense`, automates claim record creation.
3.10. Slack Workflow Builder
• Feature: Approve/reject claims via Slack.
• Setting: Trigger: slash command `/expense`; Action: Send for approval message, update property admin channel.
3.11. Jira Service Management
• Feature: Ticket-based claim automation.
• Setting: Create ticket from email/form, automation rule for approval transition.
3.12. DocuSign
• Feature: Automated signatures for claim forms.
• Setting: Template with roles for employee, manager, property admin, API trigger via completed expense doc.
3.13. Smartsheet Automation
• Feature: Expense row approval.
• Setting: Trigger: Row added; Action: Automated request for approval, update status field automatically.
3.14. Freshservice
• Feature: Expense approval automation via service catalog.
• Setting: Automation rule to send approval request and update ticket status.
3.15. Monday.com Automations
• Feature: Claim item workflow.
• Setting: Trigger: New pulse/item on board; Action: Notify manager, move to ‘Under review’ group automatically.
3.16. Airtable Automations
• Feature: Automator for expenses base.
• Setting: Trigger: New record in ‘Claims’ table; Action: Send for approval email, update approval status field.
3.17. Trello Butler
• Feature: Card/claim automatic routing.
• Setting: When card added to ‘Expense Claims’ list, automates assignment and due date.
3.18. BambooHR
• Feature: HR-driven expense approval.
• Setting: Expense Management module, automatic email to approver, update payroll integration.
3.19. Asana Rules
• Feature: Task automation for claims.
• Setting: New ‘Expense’ task triggers auto-assign to manager and moves to ‘pending’.
3.20. Xero API
• Feature: Automated claim entry.
• Setting: Endpoint `/api.xro/2.0/ExpenseClaims`; automates creation from forms or email input.

Benefits

4.1. Accelerates and streamlines expense claim processing, boosting efficiency in corporate property administration.
4.2. Reduces manual errors and enforces automated compliance with expense policies.
4.3. Automates notifications, status changes, and ledger entries for consistent recordkeeping.
4.4. Improves transparency, auditability, and scalability in property administration expense handling via workflow automation.