Finance and AdministrationAutomated Expense Reimbursement Processing – Faculty of Pharmacy, Education Industry
- Automate the end-to-end processing of expense reimbursement requests for faculty, staff, and researchers in the pharmacy education sector.
- Ensures receipts and forms are submitted, validated, routed for approval, and processed into the finance system, reducing manual intervention and errors.
- Automator to enforce policy compliance, audit trails, and fast turnaround for reimbursements, supporting administrative efficiency and regulatory standards.
1.2 Trigger Conditions
- Automated trigger on new expense form submission via web, mobile app, or email.
- Automation initiates on new PDF or image upload to designated folder, or entry in finance management platform.
- Triggers on email subject with specific keywords (“Expense Reimbursement,” “Travel Claim,” “Purchase Receipt”).
- Automates on form submit in HR or finance portal or via API call from third-party system.
1.3 Platform Variants
1.3.1 Microsoft Power Automate
• Feature/Setting: Use “When a form is submitted (Microsoft Forms)” trigger; configure to parse attachment and route to finance approver via “Start and wait for an approval” action.
1.3.2 Zapier
• Feature/Setting: Trigger on completed Google Form or Typeform; “Send Email,” “Create Row in Google Sheets,” and “Webhooks by Zapier” to submit to ERP.
1.3.3 Make (Integromat)
• Feature/Setting: “Watch Files” (Google Drive), “Parse Email” (IMAP), route through “HTTP Module” to finance system for automated reimbursement workflow.
1.3.4 UiPath
• Feature/Setting: “Document Understanding” to extract data from receipts; automate approval routing using Orchestrator.
1.3.5 Workato
• Feature/Setting: Automate receipt data extraction using Vision API; trigger “Approvals” workflow and auto-create records in NetSuite or SAP.
1.3.6 Google Apps Script
• Feature/Setting: Automate trigger on Google Form submit; “sendEmail” and “setValue” methods to update approval tracking sheet.
1.3.7 ServiceNow
• Feature/Setting: Automate “Catalog Item Submission” for expenses; “Approval Workflow” configured by department.
1.3.8 SAP Concur
• Feature/Setting: Automate imports via “ExpenseIt API,” “Quick Expense Entry” for pharmacy staff, with custom approval workflow.
1.3.9 Salesforce Flow
• Feature/Setting: Automate “Screen Flow” for expense claims; “Approval Process” for multi-level sign-off.
1.3.10 Oracle Cloud
• Feature/Setting: Automate “Expense Entry Integration” API; configure “Expense Sheet Approval Rules.”
1.3.11 Xero
• Feature/Setting: Automate expense entry using “Receipts API”; set up “WorkflowMax” for approvals.
1.3.12 QuickBooks Online
• Feature/Setting: Automate with “Create Expense” API endpoint; webhook notification for approvals.
1.3.13 DocuSign
• Feature/Setting: Automate “Sign Request” on submitted form for digital approval chain.
1.3.14 Adobe Sign
• Feature/Setting: Automate e-signature collection for submitted claims; trigger “Post Sign Workflow.”
1.3.15 Smartsheet
• Feature/Setting: Automate “Form Submit” trigger; automated row approvals using “Approval Request” automation.
1.3.16 Jira Service Management
• Feature/Setting: Automate “Service Request” for reimbursements; “Automation Rules” to transition and notify.
1.3.17 Trello Automation
• Feature/Setting: Automate card creation on form submit, auto-assign for review, checklist for required docs.
1.3.18 Slack
• Feature/Setting: Use workflow builder to automate submission forms, alerting, and approval routing.
1.3.19 Monday.com
• Feature/Setting: Automate “Item Create” from form, custom “Approval Workflow” for department heads.
1.3.20 Box
• Feature/Setting: Automate file upload monitoring; trigger workflow for document collection and notification via “Box Relay.”
1.4 Benefits
- Automated expense reimbursement increases speed, transparency, and accuracy.
- Automates policy compliance and auditability; monitors duplicates and policy breaches automatically.
- Automating eliminates bottlenecks and reduces finance staff workload.
- Automation traceability supports regulatory audits in pharmacy education.
- Automator ensures timely reimbursements, boosting staff satisfaction and administrative reputation.
- Reduces manual errors by automated data validation and approval escalation.
- Automation provides centralized tracking, reporting, and analytics for continuous process improvement.