Financial and Administrative Processes**Purpose**
1.2. Digitize the submission, review, supervisor approval, finance confirmation, and archival stages.
1.3. Ensure compliance, transparency, auditable history, and integration with accounting/payroll.
1.4. Notify relevant parties at each step and minimize manual follow-ups.
1.5. Centralize data across HR, finance, operations, and external funders.
**Trigger Conditions**
2.2. Expense entry updated—status, documentation, or amount change.
2.3. Supervisor or finance team reviews or provides feedback/approval.
2.4. Deadline approaching for unresolved/uncleared expense requests.
2.5. Bulk upload of expenses from third-party or mobile apps.
**Platform Variants**
• Feature: Process Builder/Flow — configure "Case Expense Request" object flows, auto-assign supervisors, and trigger approval request emails.
3.2. **Microsoft Power Automate**
• Connector: SharePoint/Email — auto-trigger when an expense form is submitted, route for multi-level approval.
3.3. **Google Workspace (Apps Script + Forms/Sheets)**
• Trigger: Form submission — capture response, generate workflow, notify via Gmail/Google Chat.
3.4. **Slack**
• Workflow Builder: Automate expense submission, approvals, threaded notifications, and escalate overdue actions.
3.5. **Trello**
• Automation: Create cards for new requests; setup due-date reminders, checklist for approvals, and labels for status.
3.6. **Airtable**
• Automation: Use "Automations" to trigger approval requests and update central tables for reporting.
3.7. **SAP Concur**
• API: Configure expense submission endpoint, approval routing, and export finalized entries to SAP ERP.
3.8. **Zendesk**
• Trigger: New ticket creation (expense type), escalate via workflow and update status.
3.9. **DocuSign**
• Workflow: Route expense receipts for digital approval and timestamped signatures.
3.10. **QuickBooks Online**
• Event: New expense entered — auto-create approval workflow; record approved expenses for reconciliation.
3.11. **Asana**
• Rule: Assign tasks on receipt of form/entry, deadline reminders, and mark as completed when finance approves.
3.12. **Monday.com**
• Automation Recipe: Trigger approval flow from form, auto-update overall adoption case status.
3.13. **Jotform**
• Approval Flow: Auto-send forms to supervisor and finance based on custom logic, track per-request status.
3.14. **Box**
• Trigger: New uploaded receipt — launch workflow for verification and approval; auto-tag, archive after approval.
3.15. **Freshdesk**
• Workflow Automator: Convert expense emails to tickets, auto-assign to relevant queue, escalate as needed.
3.16. **Zapier**
• Zap: Connect form submissions to multi-step approvals, conditional branching, and notification emails.
3.17. **Workday**
• Business Process: Expense approval chain, escalate based on cost thresholds, feed results into payroll.
3.18. **ServiceNow**
• Flow Designer: Route expense for approval, synchronize with HR and finance modules, update records automatically.
3.19. **Adobe Acrobat Sign**
• Workflow: Guide documents for digital signatures through supervisors/finance, notify all stages.
3.20. **Oracle Fusion Cloud ERP**
• Workflow: Expense report approval, conditional routing by case, automatic ledger entries post-approval.
**Benefits**
4.2. Improves transparency and auditability for funding compliance and reporting.
4.3. Eliminates manual chasing by centralizing actions, notifications, and escalation.
4.4. Integrates with HR, payroll, and accounting, minimizing dual entry and errors.
4.5. Enables real-time status tracking for all participants and external auditors.