Expense approval and reimbursement automation

Purpose

1.1. Automate the complete approval and reimbursement workflow for staff expenses in an aircraft supply store, including submission, multi-level approvals, ledger entry, and direct payment, reducing manual intervention, errors, and fraud while ensuring regulatory compliance and audit readiness for aviation spare parts wholesale finances.

Trigger Conditions

2.1. Submission of a digital expense form by employee.
2.2. Receipt/invoice upload detected in designated storage.
2.3. Amount threshold met requiring automated or multi-level approval.
2.4. New transaction log in ERP or accounting platform.
2.5. Email with predefined subject/keyword (e.g., “Expense Claim”).

Platform Variants

3.1. SAP Concur
• API Endpoint: /expenseEntry
• Setting: Enable auto-forward for expenses above $500.
3.2. Oracle NetSuite
• Function: SuiteFlow expense approval rule.
• Setting: Trigger if vendor code is “PartsSupplier”.
3.3. QuickBooks Online
• API: CreateExpense
• Setting: Configure webhook for new entries over $1,000.
3.4. Xero
• Endpoint: POST /receipts
• Setting: Attach PDF from cloud storage on submission event.
3.5. Workday
• API: ExpenseEvent
• Setting: Route claims to Aviation Manager group.
3.6. Microsoft Power Automate
• Connector: Approvals V2
• Setting: Collect approvers dynamically from Active Directory.
3.7. Google Workspace Apps Script
• Trigger: New Google Form submission
• Setting: Extract PDF and forward to accounting group.
3.8. DocuSign
• Function: Automated signing workflow
• Setting: Auto-sign reimbursements < $200.
3.9. Zoho Expense
• API: /expenses/submit
• Setting: Alert manager for duplicate receipt detection.
3.10. Slack
• Feature: Workflow Builder
• Setting: Route alerts to #Finance-Approvals channel on new claim.
3.11. Microsoft Teams
• Connector: Approvals App
• Setting: Notify manager group with Approve/Reject action buttons.
3.12. FreshBooks
• API: CreateExpense
• Setting: Trigger for category “Aircraft Tools & Supplies”.
3.13. Expensify
• API: ExpenseReport.Create
• Setting: Policy for Aviation Supplies claims.
3.14. Trello
• Automation: Card moved to “To Approve”
• Setting: Checklist with receipt URL and amount.
3.15. Asana
• Webhook: New task in “Expense Approval” project
• Setting: Auto-assign based on region or department.
3.16. Jira Service Management
• Automation: Issue type “Expense Reimbursement Request”
• Setting: Auto-transition if receipt verified.
3.17. Dropbox Business
• API: upload_session/start
• Setting: Watch folder for receipts, move to “Pending Review”.
3.18. OneDrive
• Connector: File created
• Setting: Link uploaded receipts to approval workflow.
3.19. PayPal for Business
• API: Payouts
• Setting: Auto-send reimbursement on final approval.
3.20. Stripe
• Endpoint: Create Transfer
• Setting: Trigger payment to employee bank account post-approval.
3.21. Zapier
• Feature: Multi-step Zap
• Setting: Combine all above APIs for end-to-end orchestration.
3.22. ServiceNow
• Function: Flow Designer
• Setting: Automate multi-level approvals and audit logs.

Benefits

4.1. Accelerates end-to-end reimbursement and approval process.
4.2. Reduces manual work, bottlenecks, and approval delays.
4.3. Enforces compliance with aviation industry and accounting standards.
4.4. Enhances transparency and centralized record-keeping.
4.5. Minimizes risk of duplicate, fraudulent, or excessive claims.
4.6. Provides full audit trails and easy policy enforcement.
4.7. Integrates finance and analytics systems for real-time reporting.