Financial & Payment AutomationPurpose
1.2. Ensure transparent audit trails, digital recordkeeping, multi-step approvals, and integration with accounting systems.
1.3. Eliminate manual intervention, reduce paperwork, and provide instant notifications and confirmation of processing at every stage.
1.4. Guarantee compliance with club by-laws, aviation industry tax regulations, and club financial policy requirements.
1.5. Enable mobile-first access for pilots and staff often away from desktop computers, allowing real-time submission of receipts and documentation.
Trigger Conditions
2.2. Receipt attachment detected in cloud storage (e.g., new file upload/folder monitoring).
2.3. Club member submits claim above preset amount, requiring tiered approval.
2.4. Incoming email with “expense reimbursement” subject or predefined keyword scanned by mail platform.
2.5. Monthly batch trigger for expenses collected during a period.
Platform Variants
3.1. Google Forms
• Feature/Setting: Form response submission event; connect to webhook on submit.
3.2. Microsoft Power Automate
• Feature/Setting: “When a new response is submitted” trigger for Microsoft Forms; “Create approval” action for routing.
3.3. Zapier
• Feature/Setting: “New Submission” or “New Attachment” trigger from forms, email, or cloud drive; “Formatter” for parsing receipts.
3.4. DocuSign
• Feature/Setting: “Envelope Sent/Completed” trigger for signed expense forms; connect completed documents to approval flow.
3.5. Slack
• Feature/Setting: Slack Workflow or “Slash Command” (e.g., /expense); notifications and approvals via Slack API.
3.6. QuickBooks Online
• Feature/Setting: “Create Bill” and “Bill Approval” APIs; sync reimbursement as payable item.
3.7. Xero
• Feature/Setting: “Create Expense Claim” API; update claim status, sync to ledger.
3.8. Trello
• Feature/Setting: “Card Added to Board” trigger for new requests; movement between lists for approvals.
3.9. Monday.com
• Feature/Setting: “New Item” automation in expense tracking board; notify finance team on status change.
3.10. Dropbox
• Feature/Setting: “New File in Folder” event; triggers OCR or parsing for receipts.
3.11. Airtable
• Feature/Setting: “New Record” in Reimbursement Table; status updates tracked in fields.
3.12. Email (IMAP/SMTP)
• Feature/Setting: New email detected with attachments; parse and collect for workflow.
3.13. Twilio SMS
• Feature/Setting: Incoming SMS with specific expense keyword; parse message for action initiation.
3.14. AWS Lambda
• Feature/Setting: Serverless function to validate receipt meta-data or trigger downstream approval logic.
3.15. Jira
• Feature/Setting: “Create Issue” in Expense Project; transitions correspond to approval stages.
3.16. Notion
• Feature/Setting: “New Page in Database” automation; update with status/progress.
3.17. Asana
• Feature/Setting: “Task Created” trigger in Expense Project; assign to finance and automate reminders.
3.18. Salesforce
• Feature/Setting: “New Expense Record” in custom objects; approval process via automation builder.
3.19. Dropbox Sign
• Feature/Setting: Signed form triggers webhook; notify finance and archive in cloud.
3.20. Stripe
• Feature/Setting: “Payout Initiated” webhook for reimbursement to staff bank account/card.
3.21. OneDrive
• Feature/Setting: “File Created” in specified folder; OCR receipt and extract values.
3.22. Okta
• Feature/Setting: SSO-triggered workflow on user role (e.g., pilot role triggers specific expense path).
3.23. Plaid
• Feature/Setting: Bank account verification for direct reimbursement; automate validation step.
3.24. HubSpot
• Feature/Setting: Ticket creation in Service Pipelines for reimbursement; updates to status when resolved.
Benefits
4.2. Prevents duplicate or falsified claims.
4.3. Enables multi-level approval, supporting club governance.
4.4. Real-time status tracking and communication to requestors.
4.5. Integrates with cloud accounting, compliance archiving, and analytics dashboards for full visibility.
4.6. Mobile adaptability allows processing from cockpit, hangar, or field locations.