Finance & Account ReconciliationPurpose
1.2 Ensure all claims comply with internal finance policies, providing automated routes to appropriate managers based on hierarchy and cost centers.
1.3 Reduce manual errors, detect duplicates or policy-violating entries, enforce multi-level approvals, and inject transactions into the general ledger for reconciliation.
1.4 Enable central visibility, audit trails, and fast reimbursements by linking accepted claims with payroll and accounts payable.
Trigger Conditions
2.2 System receives a new expense claim record or an update to an existing draft.
2.3 Approver or finance team receives notification of pending approval/review.
2.4 Expense is settled, rejected, or flagged for policy review, generating a final approval or rejection event.
Platform variants
3.1 Slack
• Feature: Incoming Webhooks
• Setting: Configure to post expense submission or approval request notifications to designated channels.
3.2 Microsoft Teams
• Feature: Adaptive Cards via Graph API
• Setting: Push actionable approval cards to managers' chat; capture their Approve or Reject responses.
3.3 Gmail
• Feature: Gmail API
• Setting: Trigger message automation on receipt of new expense claim emails; auto-label and forward for approval.
3.4 Outlook/Office 365
• Feature: Microsoft Graph Mail Send/Read
• Setting: Identify new claim submissions, and send approval requests to department heads.
3.5 Google Sheets
• Feature: Sheets API – Append
• Setting: Log every claim and corresponding approval/rejection statuses for records and auditing.
3.6 Airtable
• Feature: Record Create/Update APIs
• Setting: Insert or modify records for each claim lifecycle event, supporting custom views for finance review.
3.7 Salesforce
• Feature: REST API – Object Upsert
• Setting: Push expense data into custom objects, trigger approval processes through automation rules.
3.8 SAP ERP
• Feature: BAPI_ACC_DOCUMENT_POST
• Setting: Post approved expenses directly to financials for reconciliation.
3.9 Xero
• Feature: Expense Claims API
• Setting: Create new claims and update approval status in Xero ledgers.
3.10 QuickBooks Online
• Feature: Expenses API
• Setting: Register approved claims as reimbursable expenses, link to chart of accounts.
3.11 DocuSign
• Feature: Envelope Creation API
• Setting: Route claims needing signature to finance leads for compliance sign-off.
3.12 Zendesk
• Feature: Ticket Create API
• Setting: Open tickets when claims are delayed or require escalation beyond workflow.
3.13 Asana
• Feature: Tasks API
• Setting: Create tasks for claims awaiting action, auto-update on approval or rejection.
3.14 Trello
• Feature: Card Creation in Boards API
• Setting: Allocate a card per claim, move across lists representing workflow stages.
3.15 Jira
• Feature: Issue Create/Transition API
• Setting: Log and track claims as Jira issues, auto-advance status per approval event.
3.16 DocuWare
• Feature: REST Module – Store Documents
• Setting: Save completed claim forms and receipts for regulatory retention.
3.17 SAP Concur
• Feature: Expense Reports API
• Setting: Programmatically submit, update, and approve/reject claims within Concur’s workflow.
3.18 Oracle NetSuite
• Feature: SuiteTalk SOAP – Expense Report
• Setting: Generate electronic reports for each claim and auto-route for approval chain.
3.19 Dropbox
• Feature: File Upload API
• Setting: Upload digital copies of receipts to project-specific or employee folders.
3.20 Box
• Feature: Upload File API
• Setting: Store claim documents with automated metadata for search and auditing.
Benefits
4.2 Enhances policy compliance and audit readiness with thorough electronic documentation.
4.3 Limits errors and fraudulent claims by embedding rule validation and duplicate checks.
4.4 Provides continuous visibility for employees, approvers, and finance via integrated status notifications.
4.5 Enables secure, scalable, and easily configurable workflows that scale with organizational growth.