Expense claim submission and approval routing

Purpose

1. Streamline the submission, validation, approval, and reconciliation of expense claims for aeronautical engineers, ensuring compliance, accelerating reimbursements, reducing manual effort, and integrating with corporate policies, multi-level approval matrices, finance, and analytics systems.

Trigger Conditions

1. Expense report file or form uploaded via a portal or mobile app.

2. Submission of an expense claim by email or chat.

3. New entry in an ERP, finance, or HR system.

4. Scheduled batch processing for claims in a shared drive or database.

5. Detection of scanned receipt or invoice in a monitored folder or cloud repository.

Platform Variants

1. Microsoft Power Automate

- Feature/Setting: "When a new response is submitted" trigger (Forms) to "Start approval process" action.
- Configuration: Connect Microsoft Forms to Power Automate; set approver emails dynamically from Azure AD.

2. SAP Concur

- Feature/Setting: "ExpenseEntry.Create" API event to trigger workflow.
- Configuration: Use Concur API to receive new expense submissions and auto-route to line manager.

3. Google Workspace (Apps Script)

- Feature/Setting: "onFormSubmit" trigger in Google Forms/Sheets.
- Configuration: Apps Script parses responses, generates PDF, and sends approval request via Gmail.

4. Slack

- Feature/Setting: "slash command" (/submitexpense) + Workflow Builder.
- Configuration: Slack API receives expense data, triggers approvals with message actions.

5. ServiceNow

- Feature/Setting: "Record Producer" for Expense > Flow Designer for approval.
- Configuration: Service catalog item triggers multi-level approvals via Workflow Editor.

6. Oracle Fusion Cloud

- Feature/Setting: "REST API – Submit Expense Report" integrated with BPM rules.
- Configuration: Configure API endpoints and define approval hierarchies in Business Process Management.

7. Salesforce

- Feature/Setting: "Platform Event – New Expense" + Process Builder workflow.
- Configuration: Event fires on expense creation, Process Builder submits for manager approval.

8. Zendesk

- Feature/Setting: "Ticket creation" via email/API, assign ticket to Finance group.
- Configuration: Custom fields for expenses; triggers notify approver group.

9. Freshservice

- Feature/Setting: "Service Request" item with workflow automator.
- Configuration: Finance receives automated tasks based on expense data form.

10. DocuSign

- Feature/Setting: "New Envelope" API to request digital approval signature.
- Configuration: Upload claim documents, send approval envelope to authorized signatory.

11. QuickBooks Online

- Feature/Setting: "Expenses API" + Webhooks for submission/approval status.
- Configuration: Submit expense via API; approval triggers status update back to claimant.

12. Xero

- Feature/Setting: "Receipts API" to add receipt & trigger approval flows.
- Configuration: Integrate for receipt capture, workflow for manager notification.

13. Jira Service Management

- Feature/Setting: "Create Issue" with expense category, automation rules for approval.
- Configuration: Custom workflow sends for approval based on department or amount.

14. Monday.com

- Feature/Setting: "Form Submission" automation + Status/Approval column updates.
- Configuration: Forms trigger approval workflow per pre-set team leads.

15. Asana

- Feature/Setting: "Task created in project" trigger, Rules assign to approver.
- Configuration: Tasks with expense details routed to manager section for signoff.

16. Trello

- Feature/Setting: Butler automation; "Card added to Expense List" triggers approval checklist.
- Configuration: Cards tagged for finance, checklist completion indicates approval.

17. Zoho Expense

- Feature/Setting: "Expense Created" API; "Auto-Approval on Submission".
- Configuration: Approvers set by department/project; rules process claim instantly or escalate.

18. Dropbox

- Feature/Setting: "File Upload in Expense Folder" Webhook.
- Configuration: Webhook triggers script to notify finance or send for approval.

19. GitHub

- Feature/Setting: "Issue Submission" (expense claim as an issue) + Action workflow.
- Configuration: Issue labels route approval to specified reviewers.

20. Airtable

- Feature/Setting: "Form submission" populates record; Automation emails approval request.
- Configuration: Record added through form triggers approval flow via automation panel.

21. Notion

- Feature/Setting: "Database Entry Created" (expense claim), integration triggers request.
- Configuration: API connects Notion database changes with Slack/email for approvals.

22. Email (SMTP/IMAP relay)

- Feature/Setting: "New Expense Submission" email parsed; forward for approval.
- Configuration: Rule-based routing on subject/link to manager, Finance CC’d.

Benefits

1. Reduces expense processing cycle time and manual intervention.

2. Ensures compliance with company policies and audit readiness.

3. Centralizes submission and approvals – audit trail, transparency.

4. Multi-system flexibility – integrates with HR, ERP, document management.

5. Scalable to organization or project size; supports remote and on-field staff.

6. Improves employee satisfaction through faster reimbursements.

7. Reduces errors, fraud risk, and administrative overhead.