What teams see
- Work waits between submit receipt and extract expense fields.
- Owners reconstruct status from Web forms and Google Drive.
Finance
Employee expense processing
Receipts arrive incomplete and finance manually checks every claim against policy before finding the exceptions that matter.
Business problem
Receipts arrive incomplete and finance manually checks every claim against policy before finding the exceptions that matter.
Why it happens
- No shared state spans Web forms, Google Drive, Accounting platform.
- Decision and exception rules are applied inconsistently.
Why it becomes expensive
- Capacity is consumed by coordination and rework.
- Late exceptions weaken visibility and service quality.
Business outcomes
- Shorter prepare reimbursement cycle
- Fewer handoff and missing-information exceptions
- Clear ownership from submit receipt to prepare reimbursement
- Inspectable decisions and recovery
Measurable KPIs
- Turnaround time: Elapsed time from submit receipt to prepare reimbursement.
- Manual intervention rate: Share of items needing a person outside defined review conditions.
- Exception age: Time unresolved exceptions remain without a completed action.
- Successful completion rate: Share of valid workflow items completing without terminal failure.
How the workflow works
- Submit receipt — Accept and identify the employee expense processing trigger. Web forms
- Extract expense fields — Execute extract expense fields with validated sample data and an auditable result. Web forms
- Validate evidence — Execute validate evidence with validated sample data and an auditable result. Google Drive
- Apply policy rules — Execute apply policy rules with validated sample data and an auditable result. Accounting platform
- Request missing data — Execute request missing data with validated sample data and an auditable result. Web forms
- Manager approval — Execute manager approval with validated sample data and an auditable result. SEIDO Review Queue
- Route finance exception — Execute route finance exception with validated sample data and an auditable result. Accounting platform
- Prepare reimbursement — Execute prepare reimbursement with validated sample data and an auditable result. Web forms
- Audit and KPI update — Persist the execution outcome, audit facts and workflow measurement events. SEIDO execution store
Integrations and ownership
- Web forms: Provide workflow input
- Google Drive: Lookup and update context
- Accounting platform: Receive controlled outcome
Human responsibility: Finance manager
Failure and recovery
Web forms is temporarily unavailable.
Retry with capped exponential backoff; preserve the run and move it to the inspectable failure queue after the limit.
Required data for extract expense fields is malformed or missing.
Stop downstream actions and show the missing fields, source evidence and correction action to the named reviewer.
The trigger or provider event is delivered more than once.
Return the existing execution identified by the idempotency key and do not repeat downstream business actions.
The human decision expires before completion.
Escalate to the configured substitute, retain the original request and record both expiry and reassignment.
When not to build this
- Monthly volume is too low to justify integrating Web forms, Google Drive, Accounting platform.
- An existing configured platform already handles employee expense processing with adequate ownership and reporting.
- Reliable source data or supported API access is unavailable.
- No business owner has authority to define the decision and exception rules.
Related workflows
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