Financial and Administrative Processes**Purpose**
1.2. Enable standardized submission, automated policy checks, multi-level approval routing, instant communication on request status, digital storage, and efficient payout management.
1.3. Integrate reimbursement tracking with accounting, case management, secure document management, and reporting tools for auditing and compliance.
1.4. Automate notifications, document validation, data extraction, expense categorization, and minimize administrative workload.
**Trigger Conditions**
2.2. Expense documentation received by email, DMS, or upload portal.
2.3. Scheduled batch trigger for pending or recurring expenses.
2.4. Policy threshold breach or missing information detection.
**Platform Variants** (each with recommended function/API)
3.1. **Google Forms**
• Feature/Setting: Form Submit trigger; connect via "onFormSubmit" event; map to intake workflow.
3.2. **Jotform**
• Feature/Setting: New Submission webhook; capture request and documents; forward via API integration.
3.3. **Microsoft Power Automate**
• Feature/Setting: Automated Cloud Flow; use trigger "When a new response is submitted" with Forms; route to validation.
3.4. **DocuSign**
• Feature/Setting: New Envelope Completed trigger; use e-signature on reimbursement forms; extract PDF data via API.
3.5. **Dropbox Business**
• Feature/Setting: File upload event webhook; monitor reimbursement docs folder; initiate extraction process.
3.6. **Box**
• Feature/Setting: New File trigger; use Box API to access and tag files; push to approval workflow.
3.7. **Slack**
• Feature/Setting: Slash command for ‘/request-reimbursement’; trigger review alert to finance channel; use Slack Events API.
3.8. **Microsoft Teams**
• Feature/Setting: Actionable Message Card on new request; configure via Teams API; collect manager approvals inline.
3.9. **ServiceNow**
• Feature/Setting: Record Created trigger on "Reimbursement Task"; automate policy assignment and approval routing.
3.10. **Xero**
• Feature/Setting: Bills API for creation of new payable record from approved requests; link transaction to general ledger.
3.11. **QuickBooks Online**
• Feature/Setting: Expense API to automatically create expense transaction upon approval; attach digital receipt.
3.12. **SAP Concur**
• Feature/Setting: Expense Entry Import via API; match to employee record and trigger policy validation.
3.13. **Adobe Acrobat Sign**
• Feature/Setting: Agreement Completed webhook; extract form fields and forward to payout workflow.
3.14. **Trello**
• Feature/Setting: Card Created in ‘Reimbursements’ list; auto-tag for finance review via webhook.
3.15. **Airtable**
• Feature/Setting: New Record in reimbursement base; trigger approval automation using scripting block.
3.16. **Zapier**
• Feature/Setting: Multi-step Zap with Catch Hook; orchestrate data flow from intake to payout.
3.17. **Plaid**
• Feature/Setting: Auth API to connect bank accounts for payout; automate deposit on final approval.
3.18. **FreshBooks**
• Feature/Setting: Create Expense endpoint; match reimbursement entry and trigger payment.
3.19. **HelloSign**
• Feature/Setting: Signature Request Signed trigger; pull completed documents for audit trail.
3.20. **Salesforce**
• Feature/Setting: Process Builder or Flow; auto-generate custom reimbursement record and notify relevant parties.
3.21. **Docparser**
• Feature/Setting: Document Upload API; extract expense data from scanned receipts and auto-classify.
3.22. **Outlook 365**
• Feature/Setting: New email with attachment rule; auto-save doc to SharePoint and create form entry.
**Benefits**
4.2. Enforces compliance and accuracy through standardized, policy-driven flows.
4.3. Accelerates reimbursement processing, improves transparency, fosters staff trust.
4.4. Centralized recordkeeping—simplifies audits and reporting for regulatory bodies.
4.5. Enables seamless cross-platform collaboration and tracking, regardless of starting modality.