Automated Expense Report Processing with Make.com
Build a Make.com scenario that collects expense receipts from Slack/email, extracts data with OCR, validates against policy, and submits for approval.
Streamline expense reporting from receipt capture to reimbursement, reducing processing time from days to hours.
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Prompt objective
Streamline expense reporting from receipt capture to reimbursement, reducing processing time from days to hours.
Real use case
A consulting firm with 50 consultants processes 400 expense reports monthly. Each takes 20 minutes to review manually, and 30% have policy violations that require back-and-forth.
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Prompt
Act as a finance operations specialist. Design a Make.com scenario for [COMPANY NAME] that automates expense report collection, validation, and approval.\n\n**Context:**\n- Number of employees submitting expenses: [NUMBER]\n- Monthly expense reports: [NUMBER]\n- Receipt collection: Slack bot + email + [OTHER]\n- Expense policy: max [AMOUNT] per meal, [AMOUNT] per night hotel, [AMOUNT] for ground transport\n- Approval chain: manager -> finance -> payment\n\n**Deliverables (numbered):**\n1. Receipt ingestion: Slack slash command /expense, email attachment parsing, mobile photo upload via [STORAGE]\n2. OCR extraction: vendor name, date, amount, currency, category from receipt image using [OCR SERVICE]\n3. Policy validation: check against expense policy rules, flag violations (over-limit, missing receipt, wrong category, duplicate), calculate auto-approval score\n4. Approval routing: auto-approve if under [AMOUNT] and no violations, route to manager if [CONDITION], route to finance if over [AMOUNT]\n5. Reimbursement: approved expenses batched weekly, exported to [PAYROLL/ACCOUNTING SYSTEM] for payment\n6. Employee notifications: receipt received, approved/rejected with reason, payment scheduled\n7. Monthly reporting: spend by category, department, employee; policy violation rate; average processing time\n\n**Constraints:**\n- Must handle multi-currency expenses with automatic conversion\n- Must detect duplicate receipts (same amount, same date, same vendor)\n- Must support per-diem calculations for travel days
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