Purpose
1. Automate and streamline the reimbursement claims process for staff, reducing manual errors and processing time.
2. Automates capturing, validating, approving, and reimbursing employee business expenses for architectural project-related costs, site visits, and client meetings.
3. Ensures audits, documentation, and compliance with accounting standards are automated for financial transparency.
4. Enables automated tracking of reimbursement status and real-time notification to stakeholders.
Trigger Conditions
1. Automated initiation when an employee submits a reimbursement request via an expense management app.
2. Automation activated on detection of new receipt uploads or expense reports in a designated folder or email.
3. Automated approval workflow triggered once expenses exceed a specific threshold or match a project code.
4. Automates triggers from scheduled times (e.g., weekly batch processing).
Platform Variants
1. SAP Concur
• API: Expense Reports API – configure automated pulling and posting of expense data for processing.
2. QuickBooks Online
• API: Expenses Endpoint – automate creation and matching of reimbursement expense entries.
3. Xero
• API: Receipts & Reimbursements Endpoint – automated entry and reconciliation of employee expenses.
4. Zoho Expense
• Feature: Auto-scan receipts – automates data capture and policy compliance checks.
5. Expensify
• API: Policy Compliance & Workflow Automator – posts, tracks, and auto-approves claims based on rules.
6. FreshBooks
• API: Expense Imports Endpoint – automated ingestion and categorization of submitted expenses.
7. Workday
• Integration: Expense Report Automation – synchronizes approvals and payments.
8. BambooHR
• API: Custom Workflows – automate routing of reimbursement requests for approval based on department.
9. Microsoft Power Automate
• Connector: Automated approval flows – triggers based on form submissions or Teams notifications.
10. Google Workspace
• Apps Script: Scripted automation of email intake, Drive folder monitoring, and form parsing.
11. Slack
• Workflow Builder: Automates reimbursement request collection and status notifications in channel.
12. Salesforce
• Flow Builder: Automated capturing of expense records linked to client projects.
13. Smartsheet
• Automation: Automated row actions on expense report submission or project allocation.
14. Jira
• Automation Rules: Automated card creation for tracking reimbursement tasks.
15. Dropbox
• API: Webhooks – automate monitoring of new receipt uploads for workflow initiation.
16. DocuSign
• API: Automated envelope sending for digital reimbursement approval signatures.
17. Trello
• Power-Ups: Automator to create, move, and archive cards based on expense status.
18. Oracle NetSuite
• SuiteTalk API: Automate creation and approval of employee expense reports.
19. Box
• API: Automated document intake and classification for receipts and finance docs.
20. Asana
• Rules: Automated task assignment and follow-up on reimbursement claims.
21. Gmail
• Filters & Labels: Automates sorting and forwarding of expense emails to process flows.
22. ServiceNow
• Workflow Designer: Automates full lifecycle for reimbursement approvals in service management.
23. Monday.com
• Automation Recipes: Automated status updates, reminders, and assignment of reimbursement items.
24. HubSpot
• Workflows: Automates triggering expense reimbursement follow-ups linked to project deals.
Benefits
1. Automates repetitive reimbursement tasks, reducing administrative workload.
2. Speeds up payment cycles through automated approval and processing.
3. Minimizes errors and “lost” claims thanks to automated document tracking.
4. Enhances compliance via automated audit trails.
5. Scalability—automation handles high submission volumes as firm grows.
6. Improves employee satisfaction with transparent, automated reimbursement status and payments.
7. Integrates automatedly with existing finance, HR, and project software ecosystems.
8. Enables data-driven decisions by automating comprehensive expense analytics and reporting.
Financial & Administrative Operations