FINANCE
Inbound receipt email policy check with tiered escalation
Triggers when an employee emails a receipt, extracts the amount and category, checks it against policy.
How it runs
The automated pipeline, trigger to output.
- TriggerReceipt email arrives in expenses inboxGmail
- ActionExtract merchant, amount, category from receipt
- LogicAuto-approve small in-policy claim, else escalate
- OutputEscalate exception to manager in TeamsMicrosoft Teams
What it does
When an employee forwards a receipt to your expenses inbox, this workflow reads the receipt, pulls out the merchant, amount, and category, and decides what happens next. Small, in-policy, fully-documented claims are auto-approved and logged. Anything over the auto-approve ceiling, missing a receipt image, or hitting a restricted category is escalated to that employee's manager in Microsoft Teams with the extracted details and a request to review.
When to use it
Use it when expense claims arrive by email and you want to remove the rubber-stamp approvals from a manager's plate while still putting real exceptions in front of them. Ideal for teams without a dedicated expense tool that still need a policy gate.
How it works
- 1A new email to the expenses inbox triggers the run.
- 2The receipt is parsed to extract merchant, amount, category, and whether an image is attached.
- 3The claim is checked against policy: amount ceiling, required documentation, and allowed categories.
- 4Clean small claims are auto-approved and recorded; everything else branches to escalation.
- 5A Teams message goes to the manager with the parsed claim and an approve-or-reject prompt.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect Microsoft TeamsChannels, chats, files.
- 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.
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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.
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