Automate Expense Approval and Cut Processing Time by 80%
Created by
ElasticFlow Team
Verified Creator
Last update
Setup time
10 minutes
What You Get
Cut expense approval time from 5 days to same-day
Eliminate manual follow-ups with automated routing
Get real-time visibility into spending by team and project
Integrations Used
Automate Expense Approval and Cut Processing Time by 80%
Finance teams lose hours chasing receipts, routing approvals, and manually syncing expenses. This workflow automates the entire expense approval process—from receipt capture to accounting sync—so your team can close books faster with complete audit trails.
The Problem
What you're dealing with
Expense approvals take 5+ days with manual email routing
No visibility into pending expenses until month-end close
Policy violations discovered after reimbursement, not before
Finance team spends 10+ hours/week on manual expense processing
The Solution
How we fix it
Automated approval routing based on amount, department, and policy rules
Real-time expense dashboard by team, project, and cost center
Pre-approval policy checks reject violations before they enter the queue
Zero-touch processing for compliant expenses under threshold
Automate Expense Approval and Cut Processing Time by 80%
Finance teams lose hours chasing receipts, routing approvals, and manually syncing expenses. This workflow automates the entire expense approval process—from receipt capture to accounting sync—so your team can close books faster with complete audit trails.
What You'll Get
Cut expense approval time from 5 days to same-day
Eliminate manual follow-ups with automated routing
Get real-time visibility into spending by team and project
Enforce expense policies automatically before approval
When To Use This
Expense approvals regularly take more than 3 business days
Finance team of 2-5 people managing 50+ expense reports per month
Multiple approval levels based on amount thresholds
Need audit-ready expense documentation for compliance
Who This Is For
Finance Managers handling expense approvals
Controllers at companies with 50-500 employees
Operations teams managing reimbursement workflows
CFOs seeking spending visibility and policy enforcement
Related Workflows
View all templatesCustomize to Your Needs
This workflow is fully customizable to match your specific business needs:
Add or remove integrations - Connect any tools from our marketplace to extend functionality
Adjust logic and conditions - Modify triggers, filters, and branching logic to fit your processes
Map custom fields - Define how data flows between your tools with our visual field mapper
Set up notifications - Get alerts when workflows complete, fail, or need attention
Tools & Integrations
How to Set Up
Get started in 10 minutes with these simple steps
Connect Gmail
GmailAuthorize ElasticFlow to access your Gmail account and select expense emails
Configure Receipt Extraction
Set up extraction rules for receipt data (amount, date, vendor)
Map to QuickBooks Categories
QuickBooksDefine how extracted data maps to QuickBooks expense categories
Activate Workflow
Turn on the workflow and start processing expenses automatically
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