Automated expense claim submissions and approvals

Purpose

1.1. Streamline the end-to-end process of employee expense submissions, verification, approvals, and reimbursements for an agricultural machinery manufacturing corporate.
1.2. Reduce manual intervention, eliminate paper trails, and shorten processing time for expense management within Finance, Billing & Documentation.
1.3. Ensure adherence to company policies, documentation for audits, and automated notifications for stakeholders.

Trigger Conditions

2.1. Employee submits an expense claim via digital form, email, or mobile app.
2.2. Finance receives supporting documentation (e.g., invoice, receipt).
2.3. New expense entry in the accounting/ERP system.
2.4. Scheduled time-based triggers (e.g., weekly bulk processing).
2.5. API call from third-party HR or travel management systems.

Platform variants

3.1. SAP Concur
• API: Create Expense Report – ingest claim details; Approvals API – route to eligible managers.
3.2. Oracle Cloud ERP
• REST API: Expense Requests – auto-create and assign for approval based on employee hierarchy.
3.3. Workday
• Expenses API: Submit Expense Report, process through enterprise workflow engine.
3.4. Microsoft Power Automate
• Action: When a Form is submitted – parse expense data, trigger Doc Approval Flow.
3.5. DocuSign
• Template/Envelope API: Request digital signatures for expense verifications.
3.6. QuickBooks Online
• API: Create Bill/Expense Entry – push approved expenses for payment processing.
3.7. Xero
• Endpoint: POST Expense Claims – auto-log, attach receipts, update status via webhook.
3.8. Slack
• Workflow Builder: Trigger from message or emoji; send interactive approval request.
3.9. Google Workspace
• Apps Script: Parse Google Form, write data to Sheet, email manager for approval.
3.10. Zoho Expense
• API: Submit Expense, Fetch Policy Violations; auto-notify users of errors.
3.11. Salesforce
• Lightning Flow: New Expense record triggers Approval Process – send task/notification.
3.12. Expensify
• API: Import Expense, Trigger Approval via Expensify Policy config.
3.13. FreshBooks
• HTTP Endpoint: Create Expense – queue for admin approval.
3.14. BambooHR
• API: Create Expense Report, sync with payroll, alert supervisors.
3.15. ServiceNow
• Flow Designer: New Expense Submission triggers Automated Approval chain.
3.16. Jira Service Management
• Automation Rule: Issue Created (expense claim), assign approval ticket.
3.17. Trello
• Butler: Card with ‘Expense’ label added, auto-assign reviewer and checklist.
3.18. Monday.com
• Integrations: New pulse in Expenses board, trigger status and notifications.
3.19. Asana
• Rules: Task creation in ‘Expenses’ project triggers approval sub-task for managers.
3.20. NetSuite
• SuiteScript/SuiteFlow: New Expense report triggers approvals and supervisor alerts.
3.21. SAGE Intacct
• API: Submit Expense Report – push data, trigger automated policy checks.
3.22. Gmail
• Script: New expense email with receipts triggers Google Workspace automation.
3.23. Zapier
• Workflow: New spreadsheet row triggers multi-platform approvals across accounting/HR.

Benefits

4.1. Reduces time and errors in expense processing.
4.2. Ensures stringent policy compliance and audit readiness.
4.3. Increases transparency and tracking for all finance stakeholders.
4.4. Rapid notification, feedback, and closure on each claim.
4.5. Improved employee satisfaction through automation of reimbursements.