In today’s fast-paced business environment, managing and approving expense reports can be a tedious and time-consuming task. Without an efficient system, delays and errors can pile up, frustrating employees and finance teams alike. This is where Power Automate comes in, offering a seamless way to automate the entire expense report approval process. In this blog, we'll walk through a real-life scenario of automating expense report approvals, providing a detailed guide on how to implement this in your organisation.
Scenario: Expense Report Approval - Automating the Expense Report Approval Process
Imagine you are a Finance Manager at a growing company. Employees frequently submit expense reports for approval, and this process involves several steps:
Submitting the expense report.
Sending it to the manager for approval.
Notifying the employee of the approval or rejection.
Updating the finance system with the approved expenses.
Manually handling this process can lead to bottlenecks, especially if managers are busy or if the finance team is overloaded. By automating these steps using Power Automate with our Power Automate Flow Tutorial, you can speed up the process, reduce errors, and ensure that everyone stays informed throughout the workflow.
Step-by-Step Guide To Your First Power Automate Flow
Let's dive into how to set up an automated workflow for expense report approvals using Power Automate.
Before we start, we must simulate form and records. For this I have created simple MS Forms named ‘Expenses Form’ and online excel file named ‘Finance_Spreadsheet.xlsx’ with table named Finance_Log.
Step 1: Define the Workflow Triggers and Actions
Here’s a simplified outline of the workflow:
Trigger: An employee submits an expense form (In example, we are using MS Forms).
Actions:
Send the expense report to the employee's manager for approval.
If approved, notify the employee and update the finance system.
If rejected, notify the employee with the reason for rejection.
Step 2: Set Up the Trigger
Open Power Automate: Navigate to Power Automate and sign in.
Create a New Flow: Click on "Create" and select "Automated Cloud Flow".
Choose a Trigger: "When a new response is submitted".
Step 3: Get Form Results
Add an Action: Click on “+ New Step”.
Select Action: Search for "Forms" and choose "Get Response Details”.
Response ID: Choose as dynamic value result from trigger.
Step 4a: Route the Report for Approval
Add an Action: Click on “+ New Step”.
Select Approval: Search for "Approvals" and choose "Start and wait for an approval".
Configure the Approval Request:
Approval Type: Choose "Approve/Reject – First to respond".
Title: "Finance Approval”
Assigned To: In example hardcoded user email, but it can be dynamic value in more complex scenarios.
Step 4b: Handle the Approval Response
Add a Condition: Click on “+ New Step” and choose "Condition".
Set Up the Condition:
Condition: If the response is "Reject", proceed with notifying the employee and updating the finance system. If "Accepted” notify the employee and update finance system.
If Yes: Add actions to notify the employee and update the system.
If No: Send a notification with the rejection reason and update the system.
Step 5: Update Excel
Add a Condition: Click on “+ New Step” and choose "Add Row into a table”.
Connect to your Excel File: Select location and table.
Add Parameters: Click on ‘Show all’ and add dynamic values from form into specific columns.
For Status, add ‘Outcome’ from Approval System.
Step 6: Notify the Employee of the Outcome
1. Add Another Action: Click on “+ New Step”.
2. Choose Office 365 Outlook: Search for "Office 365 Outlook" and select "Send an Email (V2)".
3. Customize the Email:
To: Switch to Advanced Mode, and choose "Responders’ Email".
Subject: Type your Subject.
Body: Include details such as the approval amount and the next steps.
Example of Rejected Request:
Example of Approved Request:
Step 7: Test and Validate the Flow
Save and Test: Click "Save" and then "Test" to ensure your flow runs smoothly.
Check for Errors: Review the flow’s execution in the run history and fix any issues that arise.
Example of Request submitted in the Inbox.
Example of Rejecting the Request in the Inbox.
Example of Rejection Email sent automatically.
Example of Excel Spreadsheet automatically updated with the details.
Step 8: Monitor and Optimize the Flow
Monitor the Workflow: Keep an eye on the flow’s performance using the Power Automate dashboard. Look for any delays in approvals or errors in processing.
Gather Feedback: Collect feedback from managers and employees to see if the process meets their needs. Adjust the workflow as necessary, perhaps adding additional approval steps for larger expenses or refining the notifications.
Real-Life Benefits of Automating the Expense Report Approval Process: A Power Automate Flow Tutorial
Implementing this automated process can lead to significant improvements:
Faster Approvals: Managers can approve expense reports with just a few clicks, speeding up the process and ensuring timely reimbursements.
Reduced Errors: Automation reduces the risk of manual entry errors, ensuring that the correct information is processed every time.
Increased Visibility: Employees are kept in the loop with timely notifications, reducing the need for follow-up emails or inquiries.
Streamlined Finance Operations: The finance team can focus on analysis and strategy rather than manual data entry, improving overall efficiency.
Advanced Tips for Enhancing Your Expense Approval Workflow with a Power Automate Flow Tutorial
Implement Multi-Stage Approvals: For larger expenses, set up a multi-stage approval process where higher management is required to approve before final approval.
Automate Reporting: Automatically generate reports on approved and pending expenses and send them to finance or department heads at regular intervals.
Use Power BI for Insights: Integrate your expense approval data with Power BI to create dashboards that provide insights into spending patterns and approval timelines.
Automating the expense report approval process with Power Automate is a game-changer for any organisation looking to improve efficiency and accuracy in their financial operations. By following the steps outlined in this guide, you can create a reliable, scalable workflow that meets the needs of your company while freeing up valuable time for both employees and managers.
Power Automate offers endless possibilities for streamlining business processes. Whether you're handling approvals, notifications, or data entry, the right automation can transform your workflows, making your business more agile and responsive. Start automating today and see the difference it can make!
