Take control of your business expenses and streamline your approval process with Zapier’s intuitive expense approval automation. No more piles of paper receipts or lost invoices; Zapier’s powerful platform empowers you to digitize your expense tracking, ensuring accuracy and efficiency every step of the way.
With Zapier’s user-friendly interface, you can effortlessly create custom workflows that suit your specific business needs. Connect your favorite accounting software, such as QuickBooks or Xero, and seamlessly send expenses for approval. Assign approvers based on department or expense category, ensuring that each transaction receives the necessary oversight.
Zapier’s intelligent automation eliminates the need for manual approvals, saving you valuable time and reducing the risk of approval delays. Receive notifications when expenses are submitted, track their progress in real-time, and make informed decisions on the go. By automating your expense approval process with Zapier, you unlock the power of efficiency, transparency, and control.
Overview of Expense Approval in Zapier
Zapier is a powerful automation tool that can streamline your expense approval process. By connecting your expense management system to Zapier, you can automate tasks such as creating new expense reports, submitting them for approval, and notifying managers when reports are ready for review. This can save you time and hassle, and help you improve the accuracy of your expense reporting.
To get started, you’ll need to create a Zapier account and connect your expense management system. Once you’ve done this, you can start creating Zaps to automate your expense approval process.
Here are some of the most popular Zaps for expense approval:
| Name | Description |
|---|---|
| Create Expense Report in Xero | Creates a new expense report in Xero when a new expense is submitted. |
| Submit Expense Report for Approval | Submits an expense report for approval when it is created. |
| Notify Manager of Pending Expense Report | Notifies the manager of an employee when an expense report is ready for review. |
These are just a few of the many Zaps that you can create to automate your expense approval process. With Zapier, you can create custom automations that meet your specific needs.
Setting Up the Expense Approval Zap
To configure the Expense Approval Zap, follow these steps:
Step 1: Create a New Zap
Log in to Zapier and click “Create a Zap.” Select “Expense Reports” as the trigger app and “Approvals” as the action app.
Step 2: Configure the Trigger
Choose “New Expense Report” as the trigger. Connect your expense report system to Zapier and select the account or project you want to monitor for new expense reports.
Step 3: Customize the Action
Select “Send Approval Request” as the action and connect your approval workflow system to Zapier. Configure the following settings:
- Recipient: Enter the email address or group of people who should receive the approval request.
- Subject: Set the subject line of the approval request email.
- Body: Craft the body of the email, including details about the expense report and any relevant information.
- Due Date: Specify the deadline for approving or rejecting the expense report.
Zapier will automatically send out approval requests whenever a new expense report is created in your system. Approvers will receive an email with a link to review and approve or reject the expenses.
Configuring the Trigger for Expense Submissions
The trigger is the event that kicks off the Zap. In this case, we want the Zap to be triggered whenever an expense is submitted.
To set up the trigger, follow these steps:
- In the Zapier editor, click on the “Choose a Trigger” button.
- In the search bar, enter “Expense Tracking.”
- Select the “New Expense” trigger.
- You will be asked to connect to your expense tracking app. Follow the prompts and authorize Zapier to access your account.
- Once your account is connected, you will need to select the specific event that should trigger the Zap. In most cases, you will want to select “New Expense.”
- Click on the “Continue” button.
- Expense Type: You can choose to trigger the Zap only when specific expense types are submitted. For example, you could create a Zap that is only triggered when travel expenses are submitted.
- Amount: You can choose to trigger the Zap only when expenses above or below a certain amount are submitted.
- Date Range: You can choose to trigger the Zap only when expenses are submitted within a specific date range.
- Expense amount
- Expense category
- Employee’s department
- Vendor name
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Create a new Zap. A Zap is a workflow that connects two or more apps. For this Zap, you will need to connect your expense tracking app and your approval system.
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Select the trigger app. This is the app that will start the Zap. In this case, you will select your expense tracking app.
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Configure the trigger. This will tell Zapier what to look for when starting the Zap. In this case, you will select the event that triggers the expense approval, such as a new expense being created.
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Select the action app. This is the app that will perform the action. In this case, you will select your approval system.
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Configure the action. This will tell Zapier what to do when the trigger is activated. In this case, you will select the action that approves the expense.
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Test the Zap. This will ensure that the Zap is working properly.
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Activate the Zap. Once you are satisfied with the test, you can activate the Zap. This will allow it to start running.
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Use a centralized system. This will make it easier to track and manage expenses.
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Set clear approval criteria. This will help to ensure that expenses are approved consistently.
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Automate your approvals. This can be done using a tool like Zapier.
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Automation. Zapier can automate your expense approvals, saving you time and effort.
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Centralization. Zapier can connect all of your expense tracking and approval systems, making it easier to manage your expenses.
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Customization. Zapier allows you to customize your expense approvals to meet your specific needs.
The trigger is now configured and will listen for new expense submissions. Whenever a new expense is submitted, the Zap will be triggered and the following actions will be performed.
Extra Detail for Step 3: Selecting the New Expense Trigger
The New Expense trigger has several options that you can configure to customize the trigger’s behavior. These options include:
By configuring these options, you can ensure that the Zap is triggered only when the expenses that you are interested in are submitted.
Establishing Approval Conditions and Approvers
In the “Approval Conditions” section, define specific criteria that must be met for the expense to require approval. You can specify conditions based on factors such as:
In the “Approvers” section, select the individuals who will review and approve expenses. You can assign multiple approvers in a hierarchical structure, such as a direct manager, then the department manager, and finally the CFO.
Configuring Approver Notification and Actions
Customize how approvers are notified and the actions they can take:
| Notification Method | Approver Actions |
|---|---|
| Approve, Reject, Request More Information | |
| Slack Message | Approve, Reject |
| Custom Webhook | Programmatically handle approvals |
You can also set deadlines for approvals to ensure timely responses. If an approver does not respond within the specified timeframe, the expense will be automatically approved or rejected based on the pre-defined escalation rules.
Customizing Expense Approval Form Fields
Zapier’s expense approval form fields can be customized to meet the specific needs of your organization. This includes adding, removing, and reordering fields, as well as changing their labels and descriptions.
Adding Fields
To add a new field to the expense approval form, click on the “Add a Field” button in the form builder. You can then select the type of field you want to add, such as a text field, number field, or dropdown list.
Removing Fields
To remove a field from the expense approval form, simply click on the “X” button next to the field name. The field will be permanently deleted from the form.
Reordering Fields
To reorder the fields on the expense approval form, simply drag and drop them into the desired order. The fields will be rearranged accordingly.
Changing Field Labels and Descriptions
To change the label or description of a field on the expense approval form, simply click on the field and then enter the new text in the appropriate field. The changes will be saved automatically.
Conditional Fields
Conditional fields allow you to show or hide certain fields on the expense approval form based on the value of another field. For example, you could show a field for entering a purchase order number only if the expense type is “Travel”.
Advanced Customization
For more advanced customization options, you can use Zapier’s Code Editor to add custom HTML and CSS to the expense approval form. This gives you complete control over the look and feel of the form.
Integrating with Accounting Software
To seamlessly integrate Zapier with your accounting software, follow these detailed steps:
1. Choose a Trigger
Select an event in your accounting software that will initiate the Zap, such as “New Expense Created”.
2. Connect to Your Accounting Software
Authenticate your Zapier account with your accounting software via API key or OAuth.
3. Set Up Actions
Determine what actions should be performed when the trigger occurs, such as sending an email notification or creating a new task.
4. Configure the Trigger Event
Specify the specific parameters that define the trigger event, such as the expense category or amount.
5. Define the Action Workflow
Establish the sequence of actions to be taken, including the recipients of notifications, the task assignee, and any required approval steps.
6. Map the Data Fields
Ensure that the data from the trigger event is correctly mapped to the appropriate fields in the action steps.
7. Test and Deploy the Zap
Thoroughly test the Zap to verify its functionality. Once satisfied, activate it to automate the expense approval process.
Additional Considerations:
| Software Compatibility: | Confirm the compatibility of Zapier with your specific accounting software. |
| Data Security: | Ensure that the Zap is configured securely and that sensitive data is handled appropriately. |
| Customization Options: | Explore the advanced customization capabilities of Zapier to tailor the expense approval process to your specific needs. |
Monitoring and Reporting on Expense Approvals
Staying on top of your expense approvals is crucial for maintaining financial accuracy and ensuring that your team is spending within budget. Zapier offers robust monitoring and reporting capabilities to help you track and manage your expense approvals effectively. Here’s how you can monitor and report on expense approvals in Zapier:
1. Zap History
Monitor the status and details of all your Zaps using the Zap History feature. You can filter by Zap name, trigger, or date to view a detailed log of every Zap’s execution.
2. Email Notifications
Set up automated email notifications to stay informed about important events related to expense approvals. You can receive notifications when approvals are submitted, approved, denied, or modified.
3. Zapier Dashboard
Get a real-time overview of your expense approval activity on the Zapier dashboard. The dashboard displays key metrics such as the number of pending approvals, recent approvals, and average approval times.
4. Custom Reporting
Generate tailored reports to gain insights into your expense approval process. Export data to CSV or Excel format to analyze trends, identify areas for improvement, and demonstrate compliance.
5. Zapier Analytics
Delve into advanced analytics to understand the performance of your expense approval Zaps. Track metrics such as execution time, success rate, and error rates for better optimization and troubleshooting.
6. Webhooks
Integrate Zapier with your internal systems using webhooks. Send real-time notifications and data updates to your custom applications for seamless integration and enhanced monitoring.
7. Google Sheets Integration
Connect your expense approvals to Google Sheets to automatically track data and generate reports. Create custom dashboards, visualize trends, and collaborate with others on expense analysis.
8. Slack Integration
Stay updated on the go with Slack integration. Receive notifications and view approval details directly within your Slack workspace for quick and easy monitoring.
9. Expense Approval Summary
Access a comprehensive summary of all expense approvals for a specified period. This report includes detailed information about each approval, such as submitter, amount, category, status, and approval chain. It enables managers to quickly review and analyze expense-related data, identify outliers, and ensure compliance.
| Features | Benefits | |||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Zap History | Monitor the status and details of all your Zaps. | Identify roadblocks and troubleshoot issues. | ||||||||||||||||||||||
| Email Notifications | Receive notifications for important events related to expense approvals. | Stay informed and take timely action. | ||||||||||||||||||||||
| Zapier Dashboard | Get a real-time overview of your expense approval activity. | Track progress and identify areas for improvement. |
| Expense Approval Best Practices | Benefits |
|---|---|
| Integrate with your accounting system | Automates data entry, reduces errors |
| Use custom fields and tags | Personalizes approvals, simplifies categorization |
| Set approval rules | Streamlines process, ensures consistency |
| Provide clear instructions | Reduces errors, accelerates approvals |
| Educate employees | Ensures awareness, promotes compliance |
| Encourage timely submissions | Prevents delays, simplifies reimbursements |
| Monitor and track approvals | Identifies bottlenecks, enables timely processing |
| Use mobile capabilities | Enhances accessibility, facilitates approvals on the go |
| Foster open communication | Resolves issues promptly, improves satisfaction |
| Implement advanced automation | Creates highly efficient workflows, automates follow-ups |
How to Make an Expense Approval in Zapier
Zapier is a popular automation tool that can be used to connect different apps and services. This can be useful for a variety of tasks, such as automating expense approvals. Here are the steps on how to make an expense approval in Zapier:
People Also Ask
How can I make my expense approvals more efficient?
There are a few things you can do to make your expense approvals more efficient:
What are the benefits of using Zapier for expense approvals?
There are several benefits to using Zapier for expense approvals, including:
