Expense report collection and approval routing

Purpose

1.1. Automate the collection of expense reports from architects and design practitioners across the organization.
1.2. Automated routing of submitted reports to predefined approval workflows based on job role, project code, or expense amount.
1.3. Reduce manual work by automating document validation, duplicate checking, and report organization.
1.4. Ensure compliance and expedite professional services billing cycles by automating audit trails and notification alerts.
1.5. Centralize report records for easier automated reconciliation and finance visibility.

Trigger Conditions

2.1. Automated email attachment receipt with specific keywords, subject, or sender domain.
2.2. Form submission via online workplace portals by practitioners.
2.3. New file detected in a document storage system under a specific project folder.
2.4. Scheduled (e.g., weekly/monthly) automation to prompt overdue report submissions.
2.5. API webhook from time-tracking or project management tools signaling report readiness.

Platform Variants

3.1. Microsoft Power Automate
• Feature/Setting: Use "When a file is created in OneDrive/SharePoint" trigger, set conditional logic for automated approval.
3.2. Google Workspace (Apps Script + Google Forms/Sheets)
• Feature/Setting: Apps Script automation to read submitted Google Forms, validate, and email manager for automated approval.
3.3. Zapier
• Feature/Setting: Use "New Attachment in Gmail" trigger, then automator route to "Approve Expense Report" step in Trello/Slack.
3.4. DocuSign
• Feature/Setting: "Envelope Sent/Completed" webhook automates report collection and signature-based approval chain.
3.5. Airtable
• Feature/Setting: "Form Submission" automation moves entries to finance view, triggers automated check for duplicates.
3.6. Slack
• Feature/Setting: Incoming webhook posts new report in a channel; manager approves or rejects with custom Slack action.
3.7. QuickBooks Online API
• Feature/Setting: Expense endpoint automated creation; status set to “pending approval,” triggers notification flow.
3.8. SAP Concur
• Feature/Setting: Automate "Report Created" event to invoke approval workflow API and email reminders.
3.9. Oracle NetSuite
• Feature/Setting: SuiteScript automates expense report entry and routes to project manager via SuiteFlow.
3.10. Salesforce
• Feature/Setting: Use Process Builder for automated creation and approval based on “Expense__c” object changes.
3.11. Dropbox
• Feature/Setting: "New File in Folder" trigger initiates automated workflow; moves files to finance and sends alerts.
3.12. Box
• Feature/Setting: Box Automation triggers when reports are uploaded, then routed to an approver.
3.13. Monday.com
• Feature/Setting: Item creation on board triggers automation; approval status updated through automation recipes.
3.14. Asana
• Feature/Setting: Task creation automation on new report, sets priority and routes for approval using Asana Rules.
3.15. Jira
• Feature/Setting: Jira Automation moves issues (expense reports) into approving status based on label/tag.
3.16. BambooHR
• Feature/Setting: Custom workflow initiation on expense submission, automating notification chain and approvals.
3.17. Workday
• Feature/Setting: Automated reporting and approval in the Expenses module using Workday Studio workflow integration.
3.18. FreshBooks API
• Feature/Setting: Automated expense record creation/approval update via REST API endpoint.
3.19. Smartsheet
• Feature/Setting: Automated workflow when row added (expense record), sends for approval and logs result.
3.20. Trello
• Feature/Setting: Card added automation moves report to “Approval Needed” list and notifies reviewer using Butler rules.
3.21. Xero
• Feature/Setting: New expense entered triggers API to move for manager approval and update dashboard.
3.22. Notion
• Feature/Setting: Automated entry in database triggers message to approver and documentation link-up.

Benefits

4.1. Automates routine collection and validation of expense reports, reducing manual errors.
4.2. Shortens approval cycles through automated routing and notification.
4.3. Enhances compliance by automating audit logs and duplicate detection.
4.4. Increases visibility for project financials via centralized, automated tracking.
4.5. Further automates reconciliation and reporting, freeing staff for higher-value activities.