Expense tracking and automated approval workflows

Purpose

1.1. Streamlines company-wide expense submission, tracking, and approval, minimizing paperwork and human error.
1.2. Automates receipt capture, expense categorization, manager routing, multi-level approval, and ledger syncing for all animation project expenses.
1.3. Enables real-time budget monitoring, policy enforcement, client-based expense tagging, and automated compliance/reporting for audits and tax filing.

Trigger Conditions

2.1. New expense claimed via receipt upload, email, or portal form.
2.2. Expense record exceeds set threshold or matches flagged category (e.g., entertainment, travel).
2.3. Scheduled batch approval cycle or real-time submission.
2.4. Expense status update from manager (approve, reject, revise).

Platform Variants

3.1. QuickBooks Online
• API: POST /v3/company/{companyId}/purchase
• Syncs approved expenses as vendor bills; reconcile with chart-of-accounts.
3.2. Xero
• Endpoint: POST /api.xro/2.0/ExpenseClaims
• Adds claims, maps to correct user and project, triggers payment batch.
3.3. Expensify
• Feature: Policy Automation
• Sets up auto-approval rules, email ingest, Slack notifications to approvers.
3.4. Zoho Expense
• API: /expenses
• Imports receipts, routes per org workflow, integrates with Zoho Books.
3.5. Concur (SAP)
• Endpoint: POST /expense/reports
• Custom workflow rules for animation production, auto-categorizes, audits.
3.6. FreshBooks
• Feature: Expenses API, /api/v1/expenses
• Imports expenses, attaches images, auto-exports to general ledger.
3.7. Stripe
• API: POST /v1/issuing/transactions
• Logs corporate card use, applies policy checks, kicks off manager review.
3.8. Google Workspace
• Script: Apps Script event-driven triggers
• Automates receipt uploads from Gmail/Drive into expense tracking sheets.
3.9. Microsoft Power Automate
• Template: "When an email arrives with receipt, create approval request in Teams"
• Links forms, Outlook, Teams, and SharePoint libraries.
3.10. Slack
• Workflow: Expense report form submission → direct manager approval DM
• Integrates action buttons for approve/reject; archives results to Google Sheets.
3.11. BambooHR
• Feature: Expense Request workflow
• Triggers approval steps inside HR system, syncs outcome to payroll.
3.12. Jira Service Management
• API: POST /rest/api/3/issue
• Files expense tickets, links attachments, automates approvals via rules.
3.13. Salesforce
• API: Create Expense custom object, trigger Process Builder automation
• Routes expense to designated project owner and finance team.
3.14. Trello
• Automation: Card creation via email or webhook trigger
• Moves card (expense) through lists: Submitted → Reviewed → Approved/Rejected.
3.15. Airtable
• Automation: Form submit → record triggered automation
• Assigns reviewer, sends Slack/email, logs approval or query status.
3.16. HubSpot
• Workflow: Deal property “Expense submitted” update
• Notifies relevant contacts, logs cost against deals/projects.
3.17. SAP Business One
• API: POST /ExpensesService_Add
• Handles large-scale batch expense uploads & multi-tier approval.
3.18. Oracle NetSuite
• API: POST /expenseReports
• Integrates expenses from mobile, matches against project budgets.
3.19. Monday.com
• Automation: Form fill → item updates
• Triggers notifications, status column changes, auto-tracks approvals.
3.20. DocuSign
• API: Envelope with approval workflow
• Requires digital signature on claims over policy thresholds.

Benefits

4.1. Cuts processing times and admin load, giving artists and finance more time to focus on production priorities.
4.2. Ensures compliance with internal controls and external audits.
4.3. Improves cost visibility by project, phase, and client account.
4.4. Reduces fraud, duplicate payments, and policy breaches via automated rules.
4.5. Enables timely project profitability analysis and client billing reconciliation.