Purpose
1. Accelerate and standardize multi-stage approvals for expenses and purchase orders, reducing manual intervention, errors, and fraud in beverage wholesale operations.
2. Ensure compliance with internal policies and regulatory mandates, track approvals, notify stakeholders, and maintain real-time visibility for finance teams and management.
3. Seamlessly integrate with ERP, accounting, and communication tools to collect, validate, and process requests with robust audit trails aligned to the carbonated drinks supply chain.
Trigger Conditions
1. New expense or PO creation by sales or procurement staff.
2. Submission of expense over predefined thresholds (e.g., above $500).
3. Month-end closing time or ad-hoc request flagged for exception.
4. Email or chat message with attached invoice or order file matching workflow criteria.
5. API call from ERP, mobile app entry, or direct upload from a scanner.
6. Budget limit breach or abnormal vendor pattern.
Platform Variants
1. SAP ERP
• Feature/Setting: Configure iRPA (Intelligent Robotic Process Automation) to detect PO creation, trigger workflow via "API_SRV_APPROVAL" endpoint.
2. Oracle NetSuite
• Feature/Setting: Use SuiteFlow > Approval Workflows; trigger on "Expense Report Submitted" event.
3. QuickBooks Online
• Feature/Setting: Enable Webhooks/API > Subscribe to "PurchaseOrderCreated" or "BillCreated" events.
4. Microsoft Power Automate
• Feature/Setting: Flow for "When an item is created in SharePoint List (Expense Request)" to start approval.
5. Slack
• Feature/Setting: Slash command /approve-expense; configure workflow using "Workflow Builder" and API endpoint "conversations.history".
6. DocuSign
• Feature/Setting: Template automation via REST API for expense documents; use "createEnvelope" endpoint.
7. ServiceNow
• Feature/Setting: Flow Designer > Trigger on "New Record" in Expense Module; RouteApproval API.
8. Zapier
• Feature/Setting: Trigger on new Google Sheet row; action: send approval email via Gmail API.
9. Jira Service Management
• Feature/Setting: Automation Rule for "Issue Created" in Purchase Request project; custom approval status field.
10. Google Forms
• Feature/Setting: OnSubmit trigger in Google Apps Script to parse data and call Gmail/Drive API for routing.
11. Xero
• Feature/Setting: Webhook for "Expense Claim Submitted", push data via Xero API for approval chain.
12. Salesforce
• Feature/Setting: Process Builder > On new Expense record, Initiate Approval Process via REST API.
13. Trello
• Feature/Setting: Butler automation for new card in "PO Approval" list, auto-assign checklist, notify team.
14. Pipedrive
• Feature/Setting: Workflow automation for "Deal Stage Change" to "Pending PO Approval"; push notification via Pipedrive API.
15. Asana
• Feature/Setting: Rule for task added to Finance project, custom field triggers status update, notify approver.
16. Monday.com
• Feature/Setting: Automation recipe "When status changes to Approval Requested, notify specific user and request approval".
17. Box
• Feature/Setting: File request for expense receipts, event triggers webhook for downstream processing.
18. Workday
• Feature/Setting: Business Process Framework trigger on "Expense Report Submission", dynamic workflow steps via Workday API.
19. Freshdesk
• Feature/Setting: Ticket automation for procurement or finance department; API triggers approval flow.
20. SAP Concur
• Feature/Setting: Approval Process setup; event triggers advanced routing via Concur API "ExpenseReportApproval" endpoint.
Benefits
1. Speeds up processing and eliminates manual bottlenecks in expense and PO approval.
2. Minimizes errors and fraud risk by enforcing multi-stage, rule-driven workflows.
3. Enhances compliance and transparency with audit-ready records and digital trails.
4. Frees up finance/procurement time for core activities and supplier negotiations.
5. Builds real-time financial insight, improving cash flow and inventory decisions.
6. Ensures timely communication among approvers, reducing missed or delayed approvals.
Finance & Reporting