How to Create an Expense Approval Workflow from Scratch

Creating an expense approval workflow from scratch means defining who requests, who approves, which criteria determine the approval path, and how each decision is recorded — structuring the process end-to-end before automating it.

The Most Common Mistake When Creating Approval Workflows

Most companies start with the system before understanding the process. The result is a workflow that automates chaos — with duplicate approvals, confused responsibilities, and rules nobody follows.

The correct starting point is process design, not the tool.

What Needs to Be Defined Before Automating

Who can submit an expense (any employee, only managers, by department?)
What mandatory information must accompany the request
Which values require one level, two levels, or more of approval
What happens when the approver is absent
How the approved request connects to payment or ERP entry

Step-by-Step to Build the Workflow

1. Map expense types: reimbursement, advance, direct purchase, contracted service — each type may have different workflows.

2. Define authorization tiers: create a table with value × responsible party per approval. Example: up to $500, direct manager; $500 to $5,000, department director; above $5,000, CFO.

3. Design the request path: entry form → approver notification → approval or rejection → decision record → forwarding to finance.

4. Automate the workflow: use a platform like Jestor to configure the path automatically, with notifications, deadlines, and escalation.

5. Connect to ERP: after approval, the entry should go directly to the financial system without rework.

Why Jestor Solves This

Native Approvals solution with form, hierarchy, and ERP integration
400+ native automations for routing, notifying, and escalating approvals
Integration with Omie and Conta Azul for automatic entry after approval
Complete audit trail with all decisions recorded

FAQ

How long does it take to build an expense approval workflow? With a no-code platform like Jestor, a basic workflow can be configured in hours.

Does the employee need training to use the workflow? No — simple forms and automatic notifications make the process intuitive.

What if the company has many locations with different rules? Rules can be configured by department or unit within the same system.

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.

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