Expense claim submissions and approvals automation

**Purpose**

1.1. Streamline submission, review, and approval of expense claims within an Aboriginal and Torres Strait Islander non-profit; increase transparency, reduce processing time, comply with regulatory and governance needs, and maintain audit-ready records for Indigenous advocacy staff, volunteers, and stakeholders.
1.2. Automate notifications, document capture, multi-stage approvals, finance entries, policy compliance checks, and digital archiving.

**Trigger Conditions**

2.1. Employee submits new expense claim form
2.2. Receipt uploaded via mobile or web portal
2.3. Scheduled monthly/weekly claim reminders
2.4. Manager or finance review/approval required
2.5. Expense exceeds defined policy threshold
2.6. Claim status updated in ERP/accounting system

**Platform Variants – Example Integrations**

3.1. Slack
• API: Incoming Webhooks — send claim submission or approval notifications to channels for real-time tracking
3.2. Microsoft Teams
• Feature: Adaptive Cards in channels — display action-required expense claims, with Approve/Reject buttons
3.3. Google Forms
• API: Form Responses — trigger workflow on submission, parse fields, auto-create claim records
3.4. SharePoint
• API: Document Library — store receipts automatically by claimant, tag for searchability
3.5. Xero
• API: Expense Claims endpoint — create automated claim entries, fetch approval status changes
3.6. MYOB
• API: Bills/Expenses endpoint — submit new expense claims directly from workflow
3.7. QuickBooks Online
• API: Expense endpoint — automatically record approved expense claims into ledger
3.8. DocuSign
• API: Envelope Creation — send policy compliance acknowledgement to claimants for e-signature
3.9. Adobe Acrobat Sign
• API: Send for Signature — route claim approval forms requiring sign-off
3.10. SAP Concur
• API: Reports v4 — trigger claim approval flows or fetch expense data for reconciliation
3.11. Salesforce
• API: Create Record (Expense Claim Object) — log and update claims; trigger follow-up actions
3.12. Jira Service Management
• API: Issue Creation — generate an expense ticket for tracking and audit trail
3.13. Trello
• API: Card Creation — visualise claims, set approval checklists
3.14. Monday.com
• API: Create Item — log new claims, assign stages and approval automations
3.15. Zoho Expense
• API: Add Expense — auto-populate expense fields from form, attach documents
3.16. HubSpot
• API: Custom Object Events — update expense claim status, send action reminders
3.17. Dropbox
• API: Upload File — archive receipts, auto-organise in claimant folders
3.18. Google Drive
• API: Create Folder & Upload File — structure digital receipt archives by project or claimant
3.19. Mailgun
• API: Send Email — dispatch claim confirmation and approval status notifications
3.20. Twilio
• API: SMS Send — text managers or claimants regarding pending approvals or rejected claims
3.21. AWS Lambda
• Function: Validate expense data, enforce policy logic, transform submissions before entry
3.22. Power Automate
• Flow: Orchestrate multi-stage approvals, integrate Teams approvals and SharePoint storage
3.23. Okta
• API: Authenticate users during claim submission or approval steps

**Benefits**

4.1. Reduces manual data entry and administrative errors
4.2. Accelerates approval and reimbursement cycles
4.3. Ensures audit compliance and traceability
4.4. Promotes transparency in Indigenous non-profit operations
4.5. Enables mobile, remote, or distributed staff to submit claims efficiently
4.6. Centralises claims data for reporting and informed governance decisions