Expense reporting and reimbursement automation

Purpose

1 Automate the collection, validation, approval, and reimbursement of expense reports for antenna service technicians and rigging crews.

2 Ensure fast, accurate financial documentation, compliance with client contracts, transparency for audit, and rapid employee reimbursement.

3 Integrate expense submission with job completion, attach receipts/photos from installation sites, and sync approved expenses to finance systems.

4 Reduce manual review effort, minimize errors, track budgets across aerial systems projects, and provide real-time visibility into financial health.

Trigger Conditions

1 Technician submits expense form via mobile/web after completing a rigging/install job.

2 Receipt photo is uploaded via secure link, attached to project ID.

3 Monthly/weekly scheduled reporting interval for all project managers.

4 Automated detection of expenses exceeding preset thresholds, triggering approval escalation.

5 Expense record received from integrated field service or maintenance platform API.

Platform Variants

1 SAP Concur

• API: Expense Report Create/Read/Update. Configuration: Client credentials, webhook to ingest technician uploads, callback URL for status updates.
  

2 QuickBooks Online

• API: CreateExpense endpoint. Map project/job fields, auto-categorize by aerial systems, sync reimbursement status.
  

3 Xero

• Endpoint: Receipts endpoint for expense creation. Attachment API for receipt images.
  

4 Zoho Expense

• API: AddOccurrence, AddUsers. Configure role mapping for field staff, link project codes to rigging teams.
  

5 Expensify

• Function: Expense submit/approval rule engine. Link to field device e-mail, triggers on new claim received.
  

6 Rydoo

• API: Expenses Import/Export. Workflow rules to route jobs with antenna/aerial tags to managers.
  

7 Oracle NetSuite

• SuiteTalk API: Add expense report. Configure subsidiary/project dimension mapping to antenna service centers.
  

8 FreshBooks

• Endpoint: Expenses - Create. Hook to on-site photo upload; auto-batch by job ID.
  

9 Sage Intacct

• API: create_expense_report. Department/project dimension mapping for finance team review.
  

10 Wave

• Endpoint: Receipts -> Transactions. Map spending category to installation or maintenance activity.
  

11 Microsoft Power Automate (with Dynamics 365 Finance)

• Trigger: When expense is created in Dynamics 365. Flow: Route for approval and sync document.
  

12 Google Workspace (Sheets/Drive)

• Apps Script Event: On form submit in Google Forms (expense entry). Script moves receipts to shared Drive folder, updates spreadsheet.
  

13 Salesforce (Financial Services Cloud)

• Apex API: SubmitExpenseReport method. Attach site GPS or aerial photo to record.
  

14 Slack

• Workflow Builder: New message/expense form. Function: Notify finance on #rigging-expenses, escalate high-value claims.
  

15 Dropbox

• File Rename/Move API: Organize receipts by project/employee, trigger downstream finance workflows.
  

16 Trello

• Power-Ups Automation: Card created in "Expenses" list, trigger label for "Aerial Systems" category, move to approval lane.
  

17 Monday.com

• Integromat/Automations: Change status "Expense Claim Submitted" triggers notification to finance, attaches files to item.
  

18 Airtable

• Scripting block/API: New record in "Field Expenses" triggers webhook, runs attachment validation script.
  

19 Asana

• Webhook: Task with expense details and file attached, automated assignment to finance team for audit.
  

20 DocuSign

• eSignature API: Digitally sign and return expense reimbursement authorizations, track signer audit trail.
  

Benefits

1 Minimizes manual entry for field teams, prevents data loss.

2 Accelerates claim processing for faster technician reimbursement.

3 Increases financial transparency and regulatory compliance.

4 Reduces risk of human error or duplicate payments.

5 Enables real-time budget tracking by aerial systems or antenna project line.

6 Simplifies annual or customer contract audits with full digital trail.

7 Scales easily as rigging teams and projects grow.

8 Centralizes all expense documents and receipts for efficient retrieval.

9 Unifies cross-platform processes for streamlined finance operations.

10 Empowers finance and operations with actionable reporting on spend patterns.