Streamline Reimbursements with Automated Expense Processing
1. Auto-Capture and Extract Receipts Using UiPath & Workato
This automation automatically captures expense receipt emails, processes them via a UiPath bot, logs the results for finance, and notifies the team, thus eliminating manual data entry and speeding up reimbursements.
How the automation works:
Every few minutes, the recipe polls Gmail for new messages labeled “EXPENSE” that include attachments. For each attachment, it downloads the file and adds a queue item in UiPath Orchestrator. A UiPath bot then picks up each queue item, extracts key fields such as date, amount, and category, and returns structured results back to Workato. The recipe writes a new row in Google Sheets recording the timestamp, sender, filename, parsed amount, and processing status.
Why this automation is impactful:
By fully automating receipt ingestion and data extraction, this workflow eliminates hours of tedious manual entry and drastically reduces errors. Finance teams gain instant visibility into pending reimbursements through a live spreadsheet and real-time Slack notifications, accelerating approvals and improving employee satisfaction.
Start building in Workato
Feel free to check out the recipe here for a ready-to-use version that you can easily duplicate and implement.
2. Instant, Accurate Expense Logging with Stripe-to-FreshBooks Automation
This automation captures expense submissions and handles the entire workflow, from recording expenses to notifying the relevant teams without any manual steps.
How the automation works:
When a new payment is received on Stripe, the recipe uses that data to Create Record in FreshBooks as an expense, then Get Record by ID to verify the entry and capture its FreshBooks reference number. It next sends a receipt-style confirmation email to the submitter. To maintain a clear record, it appends a row in Google Sheets with the expense details and the submitter’s information. Finally, a Line Works notification posts the key details to the concerned team so everyone stays informed.
Why this automation is impactful:
By automating expense capture, confirmation, and logging, this recipe eliminates manual data entry. Employees receive immediate proof that their expenses are recorded correctly, finance teams gain a centralized ledger for review, and real-time alerts ensure prompt attention to new submissions.
Start building in Workato
Feel free to check out the recipe here for a ready-to-use version that you can easily duplicate and implement.