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Finance

Expense Approval and Reimbursement Automation

Auto-clear small in-policy expenses, route big ones to a manager on Slack, log approvals to accounting — all staged for approval.

Best forAgencyB2BSaaSServices
Agents10 required
Duration3-6 minutes

The moment an expense lands from a form or spreadsheet, this recipe normalizes it, reconciles it against the employee's actual corporate-card spend in Brex or Ramp to catch double-dips, and issues an explicit policy verdict per item. Clean in-policy expenses under your auto-approve ceiling clear automatically; larger or flagged items are routed to the right approver with a drafted Slack message; violations are held with a reason. Every action is staged for one-click review — nothing is messaged, logged, or posted until you approve.

How it runs

Multi-agent orchestration — here's the flow, step by step.

01

Pull expense submissions from the connected form/spreadsheet source with full field set

crm scanner
01

Normalize each row, compute the stable dedupe key, and persist it before any downstream action

expense classifier
01

Run the duplicate + suppression/do-not-contact gates and lane each expense (auto / route / hold)

triage router
02

Pull Brex/Ramp card spend and flag any submission that duplicates an existing card charge

reconciliation checker
02

Issue the policy verdict per expense (IN-POLICY / SOFT-FLAG / VIOLATION) with the rule cited

expense classifier
02

Provide sourced FX conversions and merchant identity only — never invent limits or charges

web researcher
03

Apply the approval matrix: auto-approve clean items under the ceiling, route or hold the rest

expense classifier
03

Draft the manager approval-request message per routed expense

message writer
03

Stage (not send) the Slack approval DM to the assigned approver with an Approve/Reject prompt

slack channel operations agent
04

Assemble the staged accounting entry with GL mapping for each approved item, re-checking the dedupe key

invoice expense agent
04

Build the per-expense decision packet, auto-approve summary, routing summary, and skip/gap list

report formatter
04

Deliver the staged package and, on approval, log accounting lines, post Slack requests, and memorize outcomes

distributor

Required Agents

10
  • crm-scanner
  • expense-classifier
  • triage-router
  • reconciliation-checker
  • web-researcher
  • slack-channel-operations-agent
  • message-writer
  • invoice-expense-agent
  • report-formatter
  • distributor

Connections

Required

bamboohrbrexgoogle-formsslack

Optional

brexrampquickbooksxeronetsuiteslackgmail

What it does

  • Ingests expense submissions from forms or spreadsheets
  • Reconciles each expense against real Brex/Ramp card spend to catch double-dips
  • Explicit IN-POLICY / SOFT-FLAG / VIOLATION verdict with the rule cited
  • Auto-approves small clean in-policy items below your ceiling
  • Routes large or flagged items to the right approver via Slack
  • Stages accounting entries with GL mapping (QuickBooks/Xero/NetSuite/Sheet)
  • Idempotent dedupe key so re-runs never double-message or double-log
  • Nothing sends or writes until you approve the staged packet

Example prompt

Go through this week's expense submissions from our reimbursement form — check them against our policy and everyone's Ramp card spend, auto-approve anything small and in-policy, send the big ones to the right manager on Slack for sign-off, and stage the approved ones to log in QuickBooks.

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