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Expense Reimbursement Digest

Example prompt: "Every Friday, collect all expense claims submitted this week from our expenses sheet. Check each one has a receipt link and falls within policy limits. Send me a summary on Slack with the total amount and any claims that need manual review."

How to automate expense reimbursement processing with GloriaMundo

The Problem

Employee expense reimbursements trickle in throughout the week — a train ticket here, a client lunch there, a software subscription receipt attached to an email. Someone in finance has to gather them all, check that each claim has a valid receipt, confirm the amount falls within policy limits, and batch them for payment. When claims are submitted via a shared spreadsheet or Google Form, it is easy to miss entries, overlook missing receipts, or let small policy violations accumulate. The weekly reconciliation becomes a frustrating hunt through rows of data, and employees get irritated when their reimbursement is delayed because a receipt was missing.

How GloriaMundo Solves It

We build a weekly workflow that reads all expense claims submitted during the current week from your Google Sheets tracker. A code step validates each claim: does it have a receipt link? Is the amount within the policy limit for its category (e.g. meals under £50, travel under £200)? Claims that pass validation are grouped by employee and totalled. Claims that fail — missing receipt, over-limit, or incomplete details — are separated into a review list. An LLM step compiles a clear digest: total reimbursement amount for the week, breakdown by employee, and a list of claims needing attention with the specific issue for each. The digest is posted to Slack so the finance lead can approve the batch or address exceptions before processing payment. Glass Box preview shows the full digest before it posts, so you can catch any edge cases.

Example Workflow Steps

  1. Trigger (scheduled): Runs every Friday at 2:00 PM.
  2. Step 1 (integration): Read all expense claims submitted this week from the claims sheet in Google Sheets (employee name, date, category, amount, receipt link, notes).
  3. Step 2 (code): Validate each claim — check for receipt link, compare amount against category policy limits, flag incomplete entries.
  4. Step 3 (conditional): Separate valid claims from those needing review.
  5. Step 4 (code): Group valid claims by employee, calculate per-person totals and the overall weekly total.
  6. Step 5 (llm): Compile a formatted digest — approved claims with totals, flagged claims with reasons, and the batch total ready for payment.
  7. Step 6 (integration): Post the weekly digest to #finance on Slack, tagging the finance lead.

Integrations Used

  • Google Sheets — source of expense claims data (employee, category, amount, receipt links)
  • Slack — weekly digest with approved totals and flagged items for review

Who This Is For

Finance administrators and office managers at companies with 10-100 employees who process expense reimbursements weekly or fortnightly, particularly those without dedicated expense management software like Expensify or Pleo.

Time & Cost Saved

Manually reviewing and batching 20-50 expense claims per week typically takes 1-2 hours, including chasing missing receipts and checking policy compliance. This workflow handles the validation and summarisation automatically, saving roughly 1-1.5 hours per week. Employees also benefit from faster, more predictable reimbursement cycles. The workflow uses integration, code, conditional, and LLM steps, costing a few credits per weekly run.