How to automate employee reimbursements with approval thresholds

Automating employee reimbursements means creating a workflow where the employee submits the request with proof of expense, the system routes it to the correct approver based on the amount and area, and — after approval — the ERP entry is made automatically, without any manual intervention from finance at any step.

Why the reimbursement process is still manual

Expense reimbursement is one of the most repetitive and poorly structured processes in SMBs. The employee sends the receipt via WhatsApp, the manager approves via message, and finance manually enters it in the system — when they remember.

Without structure, the process is slow for those waiting for the reimbursement and time-consuming for those processing it.

What makes the reimbursement process inefficient

Receipts sent through different channels with no standardization
Informal approvals with no link to the receipt
Finance processing reimbursements manually with no organized queue
Employee with no visibility into the status of their request
Month-end close with unprocessed reimbursement backlogs

How the automated workflow works in Jestor

Employee fills out a form: amount, date, category, cost center, and attaches the receipt
Card automatically created in the reimbursement workflow
Manager notified via WhatsApp or email for approval
After approval, automation posts the reimbursement in the ERP (Omie or Conta Azul)
Employee receives an automatic notification that payment has been approved

Why Jestor solves this

Custom form for standardized request capture
Receipt linked to the card for future audit reference
Workflow with thresholds by amount and cost center configured without code
Native integration with Omie and Conta Azul for automatic posting

FAQ

Can the employee track the status of the reimbursement? Yes. It's possible to give the employee access to track the progress of their card.

Is the receipt linked to the ERP posting? The receipt stays in the Jestor card, and the ERP posting is automatically generated after approval. See at jestor.com.

Does Jestor work for international travel reimbursements? Yes. The form fields are fully customizable, including currency and exchange rate.

With Jestor, you can automate workflows, connect departments, and build internal systems your way — all without code and with AI support. Discover Jestor at jestor.com and find out how to take your company's management to a new level of efficiency and integration.

How to modernize financial processes without replacing your current ERP

Modernizing financial processes without replacing the ERP is possible when you add an automation and process layer on top of the existing system. Jestor integrates with the current ERP — whether Omie, Conta Azul, TOTVS, SAP, or Sankhya — and automates what happens before the posting: approvals, requests, notifications, and threshold controls.

How to build approval reports for the board with real-time data

Board-level approval reports are built in Jestor from data automatically generated in each workflow: approved requests, amounts by cost center, average approval time, and open pending items. This data is accessible in real time in the dashboard, without needing to export to a spreadsheet or wait for month-end close. Why

How to control spending limits by department with thresholds

Controlling spending limits by department means configuring automatic rules that prevent approvals above each area's budget — or that escalate the approval to a higher level when the limit is close. In Jestor, this is done through thresholds linked to cost centers, with real-time visibility into what has been

How to support finance in multi-branch companies

In multi-branch companies, the finance challenge is consolidating requests from multiple units, applying the correct thresholds for each branch, and ensuring that all entries reach the ERP in an organized manner. Jestor allows you to create a single approval workflow that works for all branches, with different rules per unit