Expense approval automation Ready

Receipt captured from field — policy rules route by category and amount, manager approves, reimbursement queue updates.

Replaces receipts in chat, approvals by memory, and no audit trail.

Last 5 expenses

Ref	Employee	Category	Amount	Status
EXP-4412	Maria Chen	Supplies	$84	Approved
EXP-4408	Jake Field	Meals	$38	Auto-approved
EXP-4401	Dana Brooks	Travel	$1,240	Approved
EXP-4395	Chris Holt	Travel	$620	On hold
EXP-4388	Jake Field	Meals	$112	Rejected

Teams — Expense submit

New receipt from mobile

EmployeeJake Field · Service

SubmittedToday · mobile capture

Receiptfuel-receipt-0629.jpg (248 KB)

Expense pending policy check

Policy: Meals ≤$50 → auto · $50–$500 → manager · >$500 → manager + owner · Travel requires receipt · Meals >$50/person → flag

Employee

Manager approval — action required

Routed to

Workflow completed

Expense automation log

Policy + audit trail

Receipt validatedOCR amount + category
Policy engineThreshold + category rules
Decision recordedExpense_Log row
Reimbursement queuePayroll / QB export

Time	Event	Status

This page is an interactive preview. Starter delivery wires the workflow to your forms, managers, and spreadsheet or SharePoint list — tools you already own.

What's included — Starter

$2,500 fixed

~4 hrs/month saved vs email shoebox

Kills the month-end receipt chase and gives payroll a clean approved queue.

Mobile-friendly submit — form or Teams with receipt attach
Policy engine — category rules, caps, receipt requirements
Manager route — email with Approve / Reject
Auto-approve under your threshold (e.g. meals ≤$50)
Hold path — travel without receipt stops until fixed
Audit log + reimbursement queue for payroll
Handoff doc + 30-day tweak window

Not included on day one: Auto-posting to Gusto, QuickBooks, or Ramp/Brex. Payroll still does one pass — from a clean queue, not 40 email threads.

Book a consult →

If you want us to go further

Scoped add-on

Push approved expenses into payroll and accounting — no re-keying.

Payroll / accounting — approved row → draft reimbursement in Gusto/QB
Corporate card feed — match receipt to card transaction
Per-diem tables — city/date auto-calc vs manual policy checks
Receipt OCR — amount and category pre-filled from photo
Slack / Teams — submit and approve without leaving chat
Policy dashboard — spend by dept, exceptions for owner

Each integration is quoted separately after we see your stack.