Expense Report Approval Routing
A done-for-you everyday business automation built for the Accounts Payable Manager, connecting QuickBooks, Slack, and Google Sheets so the work below happens on its own.
What this automation does, step by step
Employees submit expenses with a photo of the receipt straight from their phone, and the workflow reads the amount and category automatically, matches it against the company's spending policy, and routes it to the right approver based on the dollar amount instead of every expense landing in one manager's inbox regardless of size.
Anything under a preset threshold routes for a single manager approval in Slack with a one-click yes; anything above it also loops in the accounts payable manager before it's cleared for reimbursement.
Approved expenses sync automatically into QuickBooks for reimbursement processing, and any report that sits unapproved for more than three business days triggers an automatic reminder to the approver.
Reimbursement turnaround drops from a multi-week wait to a few business days, and policy violations get caught before payment instead of after.
- Zapier
- Slack
- QuickBooks
- Google Sheets
- Microsoft 365
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Manually, an accounts payable manager is stuck doing repetitive follow-ups and data entry that could otherwise run quietly in the background. It's the kind of work that quietly eats hours every week.
With this automation
- Invoices generated the moment a job or milestone completes
- Polite, escalating payment reminders that run on schedule
- Failed payment recovery for subscriptions and memberships
- Expense, commission, and reconciliation work handled automatically
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