Automated timesheet and expense report submissions

Purpose

1.1 Automate timesheet and expense report submissions to increase speed, ensure compliance, minimize manual errors, and provide seamless integration between HR, payroll, and finance in investment banking.
1.2 Achieve automated data gathering from calendars, email receipts, project management tools, card transactions, and time tracking software to prepare consolidated reports.
1.3 Automate validation based on internal policies, generate notifications for missing approvals, and securely route submissions for authorized sign-offs.
1.4 Ensure that all expense and work hour data is archived, reportable, and retrievable to support audits and budgeting automatically.

Trigger Conditions

2.1 Scheduled intervals (e.g., end of week, month, quarter) for batch automation.
2.2 Receipt of new calendar events or expense receipts in designated mailboxes.
2.3 Completion of a project deliverable or task in project management platforms.
2.4 Detection of new time logs in time-tracking applications.
2.5 Manual trigger via secure HR or employee self-service portals.
2.6 Automated rule-based checks for incomplete or late submissions.

Platform Variants

3.1 Workday
• Feature/Setting: Configure Workday’s “Time Tracking API” and “Expense Automation Endpoint” to pull user entries and expense uploads on schedule.
3.2 SAP Concur
• Feature/Setting: Use SAP Concur’s “Expense Entry API v4” to extract and submit expense items, and “Timesheets API” for work hours automation.
3.3 ADP Workforce Now
• Feature/Setting: ADP “Time & Attendance API” for automating timesheet submissions, “Expense Management API” for expense auto-forwarding.
3.4 Microsoft Power Automate
• Feature/Setting: Automate with “When an item is created/modified” triggers for SharePoint lists linked to timesheets/expenses.
3.5 Google Workspace
• Feature/Setting: Utilize “Google Apps Script: onFormSubmit” for automating data collection from Google Forms for expense claims and work logs.
3.6 Slack
• Feature/Setting: Deploy “Workflow Builder” automator to capture timesheet reminders and automate file submissions to HR.
3.7 ServiceNow
• Feature/Setting: ServiceNow “HR Service Delivery Workflow” for automating report creation from employee activities.
3.8 Okta
• Feature/Setting: Use Okta’s “Lifecycle Management API” to automate access to timesheet functions and restrict submission to authorized periods.
3.9 Oracle HCM
• Feature/Setting: “Time and Labor REST API” to automate capture and submission of working hours, and “Expenses API” for cost automation.
3.10 Salesforce
• Feature/Setting: Automate submissions using “Process Builder on Custom Timesheet and Expense Objects.”
3.11 Jira
• Feature/Setting: Automate using “Automation for Jira” to trigger timesheet export on sprint closes or updates.
3.12 QuickBooks Online
• Feature/Setting: “Timesheet API” and “Expense API,” automate pulling draft records for verified submission.
3.13 Xero
• Feature/Setting: “Timesheets Endpoint” and “Expense Claims API” for automating periodic bulk uploads.
3.14 BambooHR
• Feature/Setting: Automate timesheet capture with “Payroll Timesheet API” and expense reports through webhook triggers.
3.15 Zoho People
• Feature/Setting: “Timesheet Submit API” and “Expense Reports API” for auto-creating and routing reports.
3.16 Expensify
• Feature/Setting: “Expense Report Automation Rule” and REST API for submission of receipts on schedule.
3.17 Monday.com
• Feature/Setting: “Automations” for timesheet item status changes, connected to reporting/finance.
3.18 Trello
• Feature/Setting: “Butler Automation” to trigger timesheet reminders and export cards marked as completed to HR.
3.19 Asana
• Feature/Setting: “Rules” trigger on task completions, connected to automated timesheet entries.
3.20 GitHub Actions
• Feature/Setting: Automate timesheet or expense data collection via custom scheduled “actions” using repository data/logs for developers.
3.21 FreshBooks
• Feature/Setting: Automate with “Create/Update Time Entries API” and expense automation with “Create Expense API.”
3.22 DocuSign
• Feature/Setting: “Automated Envelopes” trigger request for digital sign-off on batch reports.
3.23 Zoom
• Feature/Setting: Use “Meeting Recordings API” to automate time log entries and expense for billed calls.
3.24 HubSpot
• Feature/Setting: “Workflow Automation” to capture work activity and automate timesheet population.
3.25 SFTP/FTP Automation
• Feature/Setting: Scheduled automator pushes of timesheet/expense CSVs into corporate storage for bulk imports.

Benefits

4.1 Automates repetitive submissions, reducing administrative workload and human error.
4.2 Automated compliance with audit trails, supporting regulatory requirements.
4.3 Automated notifications improve oversight and ensure timely submissions.
4.4 Increases transparency and speed of reimbursement for employees via automation.
4.5 Enables scaling as organization grows by automating manual bottlenecks.
4.6 Provides unified automated data for dashboarding and quick reporting cycles.
4.7 Reduces manual reconciliation and automates financial close processes.