How to Create an Expense Approval Automation Step by Step

An expense approval automation eliminates the manual process of routing requests via email or WhatsApp, tracking who approved what, and consolidating results in a spreadsheet. With the automation configured, the employee submits the request and the system handles the rest: notifies the approver, applies authorization rules, logs the decision, and advances the workflow.

Here's the step-by-step guide to implementing this in practice.

Before You Begin: Map the Process Rules

Before configuring any automation, document:

  • Value ranges and approvers for each range
  • Which expense categories exist and whether any have special rules
  • Maximum deadline for approval
  • What happens if the approver doesn't respond within the deadline

Step-by-Step Automation

Step 1: Create the request form

Essential fields: requester, amount, expense category, date, justification, and receipt (upload).

Step 2: Configure authorization rules

  • Amount up to X: automatic approval (within the requester's authorization level)
  • Amount between X and Y: notify the direct manager
  • Amount above Y: notify the finance director

Step 3: Configure automatic notifications

  • Notify the approver immediately after submission
  • Re-notify if there's no response within N hours
  • Notify the requester when the decision is made

Step 4: Automatically log the decision

The approval or rejection updates the record's status on the platform and triggers the next step: payment, reimbursement, or closure.

Step 5: Configure the automatic report

A weekly summary of approved expenses is automatically sent to the finance team.

How Jestor Executes This Workflow

Jestor has a native Approvals solution that covers exactly this use case. With the visual automation interface, you can configure authorization levels, notifications, and records without code. The native integration with WhatsApp Business API ensures that approvers receive and respond directly through the app they already use.

Frequently Asked Questions

Can the approver respond to the request via WhatsApp? Yes. Jestor has native integration with WhatsApp Business API, allowing approvals directly through the app.

Is it possible to have more than two approval levels? Yes. Jestor supports multi-level approval workflows configured visually.

Does the system log the history of all approvals? Yes. Every decision is recorded with date, time, and owner.

Is it possible to include a receipt upload in the request? Yes. Jestor forms support file uploads.

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 see how to take your company's operations to a new level of efficiency and integration.

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