Expense receipt submission and approval workflows

Purpose

1.1. Streamline and digitize the process for submitting, verifying, and approving expense receipts within acoustical engineering consultancy operations.
1.2. Facilitate structured, auditable workflow from field or office staff through to accounts, ensuring compliance with company financial controls and reducing manual handling errors.
1.3. Enable robust tracking of expenses tied to projects, automate policy enforcement, and improve reimbursement turnaround time for consultants and project managers.
1.4. Improve integration with accounting software, maintain digital records for audits, and allow for custom approvals by management layers.

Trigger Conditions

2.1. Employee submits an expense or receipt via email, mobile app, or designated portal.
2.2. Direct upload of image/pdf to a project folder or form completion in a corporate expense management platform.
2.3. Manager submits batch expenses for field team via shared input mechanism.
2.4. Scheduled batch import from connected apps or devices (e.g. monthly, weekly).
2.5. New file detected in cloud storage or scan-to-email receipt identified.

Platform Variants

3.1. Microsoft Power Automate
• Feature/Setting: "When a new email arrives (V3)" + "Create item" in SharePoint; auto-capture expense submission and log to company SharePoint list.
3.2. Google Workspace API
• Feature/Setting: Gmail "watch" webhook; parse attachments and auto-upload to Drive, notify via Chat.
3.3. Zapier
• Feature/Setting: Email Parser + "Create Spreadsheet Row" in Google Sheets, auto-capture details, and route for approvals.
3.4. Slack API
• Feature/Setting: Events API "message.channels" + "chat.postMessage", receive receipt photo and trigger manager DM for approval.
3.5. Box API
• Feature/Setting: "Upload File" and "File Trigger" to initiate workflow when a new expense file is saved by a project consultant.
3.6. DocuSign API
• Feature/Setting: "Envelope Sent/Completed" recipient event webhook; trigger approval request after digital signature step.
3.7. QuickBooks Online
• Feature/Setting: "Create Bill" or "Attach Receipt" endpoint to instantly record and sync expenses to project ledger.
3.8. Expensify API
• Feature/Setting: "Create Expense" API function, automate record insertion directly from form/app.
3.9. FreshBooks API
• Feature/Setting: "Create Expense" endpoint for automated adding expense line items, matched to job codes.
3.10. Salesforce
• Feature/Setting: "Create Record" in Expense__c object upon file upload or mobile submission by consultant.
3.11. Trello
• Feature/Setting: "Create Card" in project board with checklist for receipts pending approval, triggered via email or upload.
3.12. Monday.com
• Feature/Setting: "Create Item" with file column in expenses board, auto-populate workflow stage.
3.13. Oracle NetSuite
• Feature/Setting: "expenseReport.add" SOAP/REST API for automated, policy-driven expense record creation.
3.14. SAP Concur
• Feature/Setting: "Receipts API – POST v3" to automatically submit attached images as expenses.
3.15. Jira
• Feature/Setting: "Create Issue" of type ‘Expense Approval’; auto-route to finance for escalation.
3.16. Outlook Graph API
• Feature/Setting: "getMessages" filter for subject:“receipt” then auto-create approval task in Planner.
3.17. Smartsheet
• Feature/Setting: "Add Row" in finances sheet upon attachment receipt via email or user webform.
3.18. Dropbox Business API
• Feature/Setting: "Files Upload" event; scan for new receipts and notify managers via Teams webhook.
3.19. Asana
• Feature/Setting: "Create Task" in Expenses project when a consultant forwards receipt by email.
3.20. Xero
• Feature/Setting: "Files – Attach to Transaction" API to auto-upload and match receipts to project spend.
3.21. Airtable
• Feature/Setting: "Create Record" in Expenses table when a new submission form is completed online.
3.22. Notion API
• Feature/Setting: "Create Page" in Expense Log database when mobile input is received.

Benefits

4.1. Accelerated reimbursement cycles due to real-time routing and approval.
4.2. Increased accuracy and elimination of lost/misplaced receipts.
4.3. Improved compliance with company policies and financial regulations.
4.4. Enhanced audit trails and ease of review for project-based expenses.
4.5. Seamless integration with project management and core financial systems, reducing manual data entry.
4.6. Scalability for firms with distributed or field-based acoustical consultants.
4.7. Customizable workflows for multi-level approvals or special project rules.