Streamline Your Expense Bill Format for Facilities Today

Expense bill format for Facilities

[Music] hi everyone my name is matt and i'm working the product team at zenfit today i'm going to show you how you can automate the process of approving a reimbursement form that is submitted by an employer in your organization so i've already created this entire flow and in this video i'll be going through all of the needed steps so as you can see here i have the form and i'm asking the some of the mandatory questions such as their name their email the the receipts and i'm asking them to also attach the receipt with the total and what category this reimbursement would fall into it can be a meal transportation and entertainment and so on going back to zenfi uh in this flow which i've called it the re uh expense reimbursement form i've made it said to be a kick off and run on a trigger based uh based on when a google form is submitted which is this form which i showed you before and you can see all of the values from that form is passed to us and made available to use and sent fee so the first thing that i did is dragged an assigned task action where i've assigned this task to the finance team and there's two outcomes to approve or reject the finances email i should have put here but i just put my own email for the testing purposes and then the subject and the body so there's the subject as you can see is there's a new reimbursement form and the your name which is the name from that from the zenfi reimbursement form and in the body i'm asked i'm telling this the finance team of the details as well as i'm actually attaching that receipt which is passed from that form however what we can actually do if we want is we can get the manager's information so we can get first we have to connect it to the directory and make sure that this user has the correct permissions and then from here we have to maybe pass in the the email of the person is submitting the form and get the manager's information and what we will do then is assign this task to that manager however i'm going to remove for the purpose of this video and then following this assigned task i have an if condition and this if the condition has one clause which is it gets the outcome of the previous assigned task if it is approved it's going to run the true branch and what the true branch does it sends an email to the person who submitted the form which is me now and we're saying the reimbursement is approved and we're saying hi congratulations your reimbursement with the value has been approved and then likewise in the false branch we're saying a similar message however to inform them that the reimbursement was it rejected so what we can do is we can actually run this flow now by submitting a reimbursement form so i'm going to say my name my email uh let's say the receipt date was the 1st of october the category let's say meals the receipt total let's say 85 dollars and then the receipt attachment and i've already got an example receipt so i'm going to attach this receipt upload it and then submit this form so what we can do now we can go back to zenfi and we can go to recent runs i'm saying i have unsaved changes which is fine and we should be able to see that an instance of this form is executing as you can see here sorry an instance of this flow is executing and now you can see it's at the assigned task set so if i go to my email i can see a new emails come through with all of the details from that form and there's two buttons and we can see also the attachment is passed through as well so we can say let's approve this and then we can go back to here and refresh this run and we can see now it's gone to the if condition and we we approve it so we'll be going through the true branch and it's sending an email again to me with the outcome saying the reimbursement approved so hopefully i've explained to you how easy it is to automate the the process of the expense reimbursement if you have any questions please do not hesitate to reach out and if you have any feature requests please don't forget to add them to our user voice thank you and take care