Expense approval/reimbursement automations

Purpose

1. Automate and standardize request, review, approval, and reimbursement of expenses for field technicians repairing audio visual equipment.

2. Automates expense capture, attachment of digital receipts, multi-level approval, policy compliance, vendor payments, and financial record updates.

3. Automates notifications, SLA escalation, audit trails, and integrates with ERP/accounting/HR systems for streamlined finance operations.

Trigger Conditions

1. Expense claim form submission by AV technician via mobile/web portal.

2. Automated detection of receipt uploads or emailed receipts.

3. Trigger upon travel or part purchase payments tagged to specific repair jobs.

4. Automated time-based triggers for recurring reimbursements or monthly review schedules.

5. Automated API webhook from procurement, field management, or accounting apps denoting expense creation.

Platform Variants

1. SAP Concur

• Feature: Expense Report API — Automates reporting, receipt uploads, and triggers workflows via `POST /expenseReports` configuration.
  

2. QuickBooks Online

• Function: Expenses Create API — Automates entry via `POST /v3/company/{companyId}/expense` endpoint.
  

3. Xero

• Feature: Receipts API — Automates creation and approval by using `POST /Receipts` and `PUT /Receipts/{ReceiptID}`.
  

4. Zoho Expense

• Setting: Webhooks & Expense Submission API — Automates data pulls by configuring webhook triggers on new claims.
  

5. Oracle NetSuite

• Feature: Expense Reports SuiteTalk API — Automates submission using `add`, approval using `update` service.
  

6. Microsoft Power Automate

• Flow: Automated flows triggered by SharePoint list form, Outlook email, or Teams message to start the reimbursement workflow.
  

7. ServiceNow

• Module: Expense Management API — Automates requests or approvals via `POST /api/now/table/expense_report`.
  

8. Salesforce

• Object: Expense__c custom object automation via Flow Builder to route, approve, and reimburse.
  

9. Workday

• Feature: Financial Management API — Automate expense claims with `ExpenseReportEvent` API triggers.
  

10. Expensify

• Setting: Auto-Submit & Approve Policy, API — Automates expense report processing via webhook actions.
  

11. FreshBooks

• Feature: Expense Endpoint — Automated creation & reimbursal using `POST /expenses` API.
  

12. Slack

• Integration: Slash command `/expense` automatedly starts form collection and workflow using Workflow Builder.
  

13. Google Workspace (Sheets+Forms)

• Apps Script Automation: On form submission, automates data extraction, notification, and approval flows.
  

14. DocuSign

• Template: Automated approval routing configured in PowerForms linked to expense policy template.
  

15. Airtable

• Automation: Form submission automates record creation, sets approval status, and emails finance.
  

16. BambooHR

• Feature: Expense Reimbursement Request flow automates notification and approval routing within HRIS platform.
  

17. Trello

• Automation: Butler automation sets up card triggers based on receipt attachment, assigns for approval, and marks paid.
  

18. Stripe

• Function: Issuing API used to automate tracking and reimbursement for company card expenses.
  

19. Plaid

• Feature: Transactions API automatedly confirms payment verification post-reimbursement.
  

20. PayPal

• Payouts API: Automates direct reimbursement via `POST /v1/payments/payouts` to technician accounts.
  

21. Monday.com

• Automator: Automation recipes trigger on new form items, assign for review, and track refund status.
  

22. Asana

• Feature: Rules engine automates approval and reimbursement task routing.
  

23. Dropbox

• File Request automation triggers workflow when receipts are uploaded to shared folder.
  

24. Mailparser

• Setting: Automates parsing expense receipts from email and triggers workflow or API push.
  

Benefits

1. Automates repetitive manual entry and approval steps, reducing time to reimbursement.

2. Automatedly enforces expense policy compliance and audit trails for AV equipment repairs.

3. Accelerates cash flow, improves technician satisfaction via timely automated reimbursements.

4. Automates data synchronization with accounting, payroll, and inventory systems.

5. Minimizes errors and fraud by automated matching of receipts and repair tickets.

6. Improves financial visibility with automated notifications and escalations per SLA.

7. Delivers scalable, low-touch reimbursement automation adaptable for any repair business workflow.