FINANCE
Flag Out-of-Policy Expenses and Route to the Right Manager
Watches an Airtable expense table for new submissions, checks each against your spend policy.
How it runs
The automated pipeline, trigger to output.
- TriggerNew expense submitted in AirtableAirtable
- LogicEvaluate against spend policy rules
- LogicBranch: in-policy vs. out-of-policy
- ActionMark in-policy expense Auto-ApprovedAirtable
- ActionLook up submitter's managerAirtable
- OutputSend violation with Approve/Reject to managerSlack
What it does
Every new expense row in Airtable is evaluated against your written policy (per-category caps, receipt-required thresholds, blocked merchant categories). Clean expenses are auto-marked approved; violations are escalated to the submitter's manager in Slack with the specific rule that broke, so nothing in-policy wastes a human's time.
When to use it
Use it when expense volume has outgrown manual review and finance only wants eyes on the exceptions. Ideal for teams already tracking expenses in Airtable who want enforcement without building a custom approval app.
How it works
- 1A new record lands in the Airtable Expenses table and fires the trigger.
- 2A policy-check step compares amount, category, receipt presence, and merchant against the rule set.
- 3A branch splits in-policy from out-of-policy expenses.
- 4In-policy rows are written back to Airtable as Auto-Approved.
- 5For violations, the flow looks up the submitter's manager from the Employees table.
- 6It posts a Slack message to that manager naming the broken rule and the amount, with Approve and Reject buttons.
- 7The manager's decision is written back to the expense record as the final status.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect SlackChannels, DMs, threads, mentions.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
More Finance workflows
Expense Submission Webhook Instant Triage and Routing
Receives each expense submission via webhook the instant it's filed, classifies it as in-policy, needs-review, or hard-violation, and routes it to auto-approval.
Monthly Vendor Spend Anomaly Brief for Finance Leads
Once a month, an agent analyzes the full expense ledger for vendor and category spend anomalies, drafts a narrative brief with the top outliers and likely causes.
Accrual Chase Board in Monday with Per-Owner Tasks
On a schedule it reads open uncoded expenses from Snowflake and creates or updates a Monday item per department owner.
Detect Annual-to-Monthly Downgrade Refunds Owed
Catches subscriptions switched from an annual term to monthly partway through the prepaid year, computes the unused prepaid balance owed back.
Detect Mid-Cycle Plan Change Mischarges and Queue Credit Memos
Listens for Stripe subscription plan changes, recomputes the correct prorated amount.
Overdue Accrual Escalation Emails to Owners and Managers
On a schedule it flags uncoded spend that has stayed open past the chase deadline and emails each delinquent owner via Gmail.
Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
14-day trial. No DevOps. No Sales call. Provisioned in under a minute.