Expense request approvals and notifications

Purpose

1.1. Automate the capture, routing, tracking, and approval of employee expense requests in entertainment arena venues.
1.2. Automate notifications to finance and managers, ensuring prompt review, minimizing manual intervention, and maintaining audit trails.
1.3. Automatedly reduce processing time, human error, and financial bottlenecks by automating multi-level expense approvals, documentation collection, and notification dispatch.

Trigger Conditions

2.1. Employee submits an expense request form (web, email, app, or chat).
2.2. Approver receives automated notification upon new request or if inactivity is detected beyond a deadline.
2.3. Approval/denial triggers automated financial records update and notifies requester and finance team.
2.4. Receipt of supporting documents automatically attaches to existing request and alerts appropriate stakeholders.

Platform variants

3.1. Microsoft Power Automate
• Feature/Setting: Automated flow from SharePoint forms or Microsoft Forms; configure "When a new response is submitted" and "Start an approval" actions.

3.2. Zapier
• Feature/Setting: Automation using "New expense request in Google Sheets" trigger with Gmail/Slack for notifications and built-in Approvals app.

3.3. Slack
• Feature/Setting: Workflow Builder; trigger on form submissions, automate approval thread creation, and push decision notification.

3.4. ServiceNow
• Feature/Setting: Expense Management App API; automate record creation and approvals via REST API integration.

3.5. Jira Service Management
• Feature/Setting: Automation Rules; trigger on new ticket submission with custom status transitions for expense approvals.

3.6. Trello
• Feature/Setting: Butler automations for card movement and notification based on checklists or label updates.

3.7. Google Workspace
• Feature/Setting: Google Apps Script to automate email triggers and Google Forms submission tracking with Sheets integration.

3.8. DocuSign
• Feature/Setting: API for automated sending of approval documents and signature flow triggers, with webhooks for updates.

3.9. Salesforce
• Feature/Setting: Process Builder/Flow for automating approval processes and email/SMS notification via integrated channels.

3.10. SAP Concur
• Feature/Setting: API to automate expense entry, approval routing, and notifications to users and finance.

3.11. HubSpot
• Feature/Setting: Workflows for automated assignment and email notifications upon new expense form submissions.

3.12. Workday
• Feature/Setting: Business Process Automation (BPA) setup to automate expense report approvals and escalations.

3.13. Oracle NetSuite
• Feature/Setting: SuiteFlow for procedural automation, triggering approval chains and system alerts.

3.14. Asana
• Feature/Setting: Rules to automate task status, assignee changes, and alert comments on new requests.

3.15. Freshservice
• Feature/Setting: Workflow Automator for automated ticket generation and approval tracking in finances.

3.16. Monday.com
• Feature/Setting: Automations Center for item status changes, notifications, and automatic assignment for approvals.

3.17. Twilio
• Feature/Setting: Programmable SMS API for automated SMS notifications to approvers and requesters.

3.18. SendGrid
• Feature/Setting: Automated transactional email via API upon trigger events (approval, receipt upload, completion).

3.19. BambooHR
• Feature/Setting: Webhooks and integrations for automating HR-initiated expenses and associated notifications.

3.20. QuickBooks Online
• Feature/Setting: API for automated expense entry upon approval, notification via email/webhook.

3.21. PagerDuty
• Feature/Setting: Webhook trigger for critical requests, automating urgent notifications and escalations.

3.22. Smartsheet
• Feature/Setting: Automated workflows for approval and status notifications with conditional logic on sheet updates.

3.23. Zoho Expense
• Feature/Setting: Automator rules for approval routing and automated email alerts to finance and managers.

3.24. Notion
• Feature/Setting: API or Zapier automation for page creation, approval status update, and automated comments.

3.25. Airtable
• Feature/Setting: Automations for record submission, approval tracking, and email/SMS automated notifications.

Benefits

4.1. Automates financial processing, increasing speed and accuracy for arena venue expense management.
4.2. Automatedly ensures compliance and full documentation in audit trails.
4.3. Reduces approval bottlenecks and automates notifications to maintain workflow momentum.
4.4. Enables automator interventions for complex multi-stage approval chains across distributed teams.
4.5. Improves overall efficiency, transparency, and staff satisfaction by minimizing manual follow-up and automating communication at every step.