Expense report submissions

Purpose

1.1. The purpose is to automate expense report submissions in an outdoor movie theater context, minimising manual data entry, accelerating financial reconciliation, ensuring audit readiness, and integrating data flows between staff, management, and finance for seamless reimbursement and cost allocation.
1.2. Automatedly collects, validates, submits, tracks, and archives expense claims related to venue operation, event setup, and vendor payments.

Trigger Conditions

2.1. Staff uploads expense receipts via mobile app, email, or web form.
2.2. Submission or editing of expense claims in ERP or HR portal.
2.3. Detection of new transactions in linked credit card or accounting feeds.
2.4. Trigger on scheduled cut-off dates for payroll.
2.5. API call from third-party ticketing system after event completion.

Platform Variants

3.1. Slack
• Feature/Setting: Incoming Webhooks & Slash Commands; automate new expense claim form submission from staff channels.
3.2. Google Sheets
• Feature/Setting: Apps Script triggers; automate validation, collation, and forwarding expense data to accounting platforms.
3.3. QuickBooks Online
• Feature/Setting: Expense Receipt API; automatedly syncs report submissions with chart of accounts and vendor profiles.
3.4. Xero
• Feature/Setting: Expense Claims endpoint; automates import and reconciliation of expenses for finance team review.
3.5. Zoho Expense
• Feature/Setting: Webhook & API; automate approval flows and synchronisation to Zoho Books.
3.6. SAP Concur
• Feature/Setting: Standard and Custom API integrations; automate transfer from mobile capture to internal review.
3.7. Dropbox
• Feature/Setting: File Requests; collecting receipts in folders mapped to employees or events, automating push to expense manager.
3.8. DocuSign
• Feature/Setting: Envelope Creation API; automate submission of digital receipt signatures and approvals.
3.9. Airtable
• Feature/Setting: Automation Scripts; validates and automates creation of expense records, notifies finance team.
3.10. Expensify
• Feature/Setting: Policy automation and SmartScan; automates expense capture, categorisation, and approval.
3.11. Microsoft Power Automate
• Feature/Setting: Automated cloud flows; automates trigger from OneDrive/Teams/Outlook and posts to Dynamics ERP.
3.12. Trello
• Feature/Setting: Butler Automation; move expense card to approved list when checklist is completed.
3.13. HubSpot
• Feature/Setting: Workflows; automate notification flows when new expenses are submitted by event staff.
3.14. Oracle NetSuite
• Feature/Setting: REST web services; posts automated expense records into financials for coding and approval.
3.15. SAP ERP
• Feature/Setting: BAPI calls and workflow triggers; automate expense posting based on incoming data feeds.
3.16. ServiceNow
• Feature/Setting: Flow Designer; automate approval chains for expense claims routed to finance.
3.17. FreshBooks
• Feature/Setting: API endpoints; automated integration for submitting, approving, and syncing expense reports.
3.18. Dropbox Sign (HelloSign)
• Feature/Setting: Signature Request API; automate digital approval for expense claims.
3.19. Asana
• Feature/Setting: Rules; automate conversion of finished tasks to expense submission triggers.
3.20. Salesforce
• Feature/Setting: Flow Builder and Expense API; automates intake and tracks expense approval stages.
3.21. BambooHR
• Feature/Setting: Webhooks & Custom Integrations; automates expense data entry from timesheets or travel logs.
3.22. Jira
• Feature/Setting: Automation; automates expense claim issue creation and approval flow completion.

Benefits

4.1. Eliminates manual and redundant entry, reducing errors and accelerating reimbursement.
4.2. Automates compliance tracking, ensuring all receipts and forms are archived and auditable.
4.3. Automated reminders improve on-time expense submission.
4.4. Reduces payment cycle time through integrated and automated approvals.
4.5. Centralises expense data, enabling automated analytics and forecasting for outdoor cinema financial management.