Finance and Reporting**Purpose**
1.2. Automating categorization of each expense under relevant categories (inventory, salaries, utilities, etc.) using rules or AI models.
1.3. Enable automated reporting with real-time expense, category, and budget summaries for better finance management.
1.4. Support compliance and taxation requirements by automatedly ensuring documentation and classification for audits.
**Trigger Conditions**
2.2. Receipt upload/email (PDF/JPG) acts as a trigger for extraction and automated categorization.
2.3. Scheduled trigger for aggregating daily/weekly/monthly expenses.
2.4. Bank statement imports trigger automated reconciliation and classification.
**Platform Variants**
3.1. **Xero (Expense Claims API)**
• Trigger: New receipt via mobile/app.
• Set: Automate connection to Expense Claims endpoint to import and categorize new expenses.
3.2. **QuickBooks Online (Create/Read Expenses API)**
• Trigger: New transaction or synced POS data.
• Set: Automated API call to `POST /v3/company/{companyId}/expense` for instant expense recording and category tagging.
3.3. **Sage Intacct (General Ledger API)**
• Trigger: Bank statement upload.
• Set: Automate expense import to General Ledger and classify under pre-set Chart of Accounts.
3.4. **Zoho Books (Expense Module API)**
• Trigger: New invoice scanned/uploaded.
• Set: Automated create expense via `POST /expenses`, with OCR-based categorization.
3.5. **Wave Accounting (Receipts API)**
• Trigger: Receipt photo by staff.
• Set: Automate push of image to Receipts endpoint for auto-extraction and assignation to expense category.
3.6. **FreshBooks (Expenses API)**
• Trigger: Invoice PDF in shared folder.
• Set: Configure `expenses.create` endpoint for scheduled batch imports.
3.7. **SAP Concur (Expense Entry API)**
• Trigger: Staff submission via app.
• Set: Automate mapping of each expense to predefined codes using API call to Expense Entries.
3.8. **MYOB (Expense API)**
• Trigger: Supplier invoice upload.
• Set: Use automated POST to Expense endpoint for OCR capture and categorization.
3.9. **Expensify (Expense Policy Automation)**
• Trigger: Credit card transaction.
• Set: Automator fetches transactions, applies policy rules, submits to accounting app via API.
3.10. **Google Sheets (App Script and API)**
• Trigger: Sheet row update.
• Set: Script automatedly parses row, applies category logic, posts to dashboard.
3.11. **Microsoft Excel Online (Office Scripts/Power Automate)**
• Trigger: Row entered by cashier/bookkeeper.
• Set: Automate categorization formula/script and report generation.
3.12. **PayPal (Transaction Webhooks)**
• Trigger: Completed payment/expense.
• Set: Webhook triggers automator for categorization and export to finance system.
3.13. **Stripe (Event Webhooks + Reporting API)**
• Trigger: Expense-related payment.
• Set: Automate fetch of expense data, categorize via custom code, sync to financial platform.
3.14. **Plaid (Transactions API)**
• Trigger: Daily banking data sync.
• Set: Automate retrieval and mapping of merchant, amount, and automated categorization.
3.15. **Shopify (Admin API – Orders/Transactions)**
• Trigger: Purchase or refund recorded.
• Set: Automated export of payout/expense items under category labels.
3.16. **Receipt Bank/Dext (Submission API)**
• Trigger: Photo/email of receipt.
• Set: Automate extraction and categorize using vendor profile rules.
3.17. **Zapier (Multi-app Automation)**
• Trigger: Any receipt or transaction in linked app
• Set: Automated workflow to parse, extract, and assign category, push to finance tool.
3.18. **Mailparser (Email Attachment to Data)**
• Trigger: Supplier sends invoice by email.
• Set: Automate parsing, then post data to finance app for categorization.
3.19. **OCR.space (OCR API)**
• Trigger: New image/PDF document.
• Set: Automator calls OCR API, outputs JSON into accounting flow for category assignment.
3.20. **Slack (App Events + Webhooks)**
• Trigger: Receipt submitted via Slack channel.
• Set: Automated fetch of message attachment, parse, categorize, and sync with account system.
3.21. **OneDrive/Google Drive (New File Triggers)**
• Trigger: Expense file added.
• Set: Automated script crawls new file, extracts data, pushes category-tagged info to finance dashboard.
**Benefits**
4.2. Enhances accuracy and removes human error in expense categorization automation.
4.3. Provides real-time reporting and analytics for better decision-making and performance tracking.
4.4. Automatedly ensures compliance with financial regulations and simplifies audits for Filipino grocery retail.
4.5. Scales with business growth as new locations, suppliers, and expense types are easily automat-able.