Expense Report Submission Reminders
A done-for-you everyday business automation built for the Controller, connecting QuickBooks and Slack so the work below happens on its own.
What this automation does, step by step
Every employee with a company card or reimbursable purchase gets tracked against a monthly expense submission deadline in Expensify, and anyone who hasn't submitted receipts by the cutoff automatically receives a friendly Slack nudge, followed by a second reminder emailed through Gmail two days later if the report is still missing.
Once a report is submitted, it's automatically routed to the right manager for approval based on department, and approved reports sync directly into QuickBooks Online for reimbursement without any manual data entry.
Finance teams that used to chase down a dozen stragglers every closing cycle now close the books on time, and stray unsubmitted expenses no longer pile up into a surprise six-figure backlog at year end.
- Zapier or Make.com
- Expensify
- Slack
- Gmail
- QuickBooks Online
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
Without automation, this falls entirely on a controller, who has to track every step by hand across emails, spreadsheets, and sticky notes. None of it is difficult, it's just slow, repetitive, and easy to fall behind on.
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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