3 Finance Process Automation Templates: Expense Reimbursement Template, Invoice Approval Template, and more

June 26, 20230 CommentFinance Use Cases , How-To , zenphi Use Cases

As businesses strive to optimize their operations and maximize productivity, finance process automation has emerged as a game-changer. By harnessing the power of BPA (Business Process Automation) technology, organizations can streamline their financial workflows, eliminate manual errors, and achieve remarkable efficiency gains. One invaluable tool in this pursuit is the use of finance process automation templates. These templates offer ready-made solutions for specific finance tasks, empowering businesses to expedite processes such as expense reimbursement or invoice approval. In this article, we will delve into the advantages of finance process automation and showcase the three best templates offered provided by zenphi, a leading no-code business process automation platform designed specifically for Google Workspace users.

 

 

 

 

 

 

 

 

What Is Finance Process Automation?

Before delving into the practical application of these templates, let’s establish a clear understanding of finance process automation. In essence, it is the use of technology to automate financial tasks and workflows, eliminating the need for manual intervention and reducing the potential for human error. By automating processes such as expense reimbursement and invoice approval, organizations can save time, improve accuracy, and free up resources for more strategic activities. Automation also enhances compliance with regulatory requirements and provides greater visibility into financial operations.

How Finance Process Automation Templates Can Help

Templates are pre-designed workflows that can be easily customized and deployed to automate specific finance processes. They serve as a blueprint for automation, offering a structured framework that can be adapted to meet the unique requirements of your organization. Templates eliminate the need to start from scratch, saving time and effort in designing and implementing automation workflows. They also provide best practices and ensure consistency in finance processes across the organization.

What Finance Process Automation Templates Zenphi Offers

Zenphi is a leading provider of financial process automation tools, offering a wide range of options to streamline finance operations. Let’s look at the most popular templates used by finance teams: 

1. Expense Reimbursement Template

This template revolutionizes your expense reimbursement process by automating every step. Your employees can easily submit their expense claims using a user-friendly digital form, providing essential expense information and attaching receipts.

Launch the Template

The magic begins as the workflow automatically looks up the employee’s manager from Google Directory and assigns a Task Form to them for swift approval. This ensures a seamless and efficient process, eliminating delays and bottlenecks.

Once the manager gives the green light, the template seamlessly routes the expense to the finance team for processing, leveraging the Assign Task action. This not only expedites the reimbursement process but also ensures that the finance team receives accurate and complete information for swift processing.

As an added bonus, this template empowers you with insightful dashboards that provide comprehensive process execution data. With a quick glance, you can effortlessly gain an overview of all expenses, identify expenses awaiting your approval, and even analyze the approval duration for each stage. This transparency enables you to track and optimize your expense reimbursement process effectively.

 

What Is Included In The Expense Reimbursement Template

– Expense Claim Form;

– Automated Workflow;

– Table to Store the Data;

– Dashboards with Process Insights.

With the Expense Reimbursement Template from zenphi, you can say goodbye to tedious manual processes, reduce errors, and gain complete control over your expense reimbursement workflow. Watch the video tutorial on how to launch the template.

2. Invoice Approval Template

This template streamlines the approval process for supplier invoices, ensuring efficient routing and minimizing delays. It enables automated notifications, escalations, and seamless integration with other systems, resulting in a highly optimized and streamlined invoice approval workflow.

Launch The Template

The flow begins by actively monitoring a designated Gmail inbox for incoming invoice emails. Once an invoice email is received, the template utilizes a Google Sheets table to retrieve the employee responsible for reviewing and approving the invoice. This intelligent lookup guarantees that the invoice is promptly directed to the appropriate individual for timely action.

The invoice is then promptly sent to the designated employee for approval. With automated notifications in place, the employee is immediately notified of the pending invoice, ensuring they can swiftly review and provide the necessary approval. This eliminates the need for manual follow-ups and significantly reduces processing time.

Once the invoice receives the required approval, the template seamlessly progresses to the finance processing stage. This ensures a smooth transition from the approval phase to the subsequent financial steps, optimizing the entire invoice approval workflow.

What Is Included In The Invoice Approval Template

– Automated Workflow;

– Pre-built Approval Tasks.

Watch this tutorial on how to launch the Invoice Approval automated workflow.

3. SaaS Customer License Management Template

Managing customer licenses, including issuing, tracking renewals, and ensuring timely actions, can often be a tedious and time-consuming task. However, with this innovative template, you can effortlessly streamline these processes, saving valuable time and avoiding missed opportunities.

Launch the Template

The template provides a centralized space to record and manage the licenses issued to your customers. It automates key actions, such as sending renewal notices to the designated account manager, ensuring timely follow-ups and minimizing the risk of overlooked renewals. Additionally, the template includes an automated license cancellation feature for expired licenses. This helps maintain accurate records and ensures that customers are not using expired licenses inadvertently.

In its current form, the template allows you to issue new licenses using a user-friendly digital form. However, for even greater integration and efficiency, you have the option to replace the form with a webhook. By integrating this process with your SaaS application, new licenses generated in your application will be automatically recorded, eliminating the need for manual data entry.

Moreover, the template offers comprehensive insights into the execution of the licensing process through intuitive dashboard pages. These dashboards provide valuable information, enabling you to monitor the status of licenses, track renewals, and analyze key metrics related to your customer license management.

 

What Is Included In The License Management Template

– License Issuing Form

– Automated Workflow

– Table to Store the Data

– Dashboards with Process Insights

 

How To Use The Finance Process Automation Templates

Using zenphi’s finance process automation templates is straightforward. Moreover, you can easily customize the templates to align with your specific requirements. The templates are built using a no-code approach, which means that they can be configured and deployed without the need for technical knowledge by anyone in your team.

To get started with zenphi’s finance process automation templates, follow these simple steps:

Step 1: Sign in to your zenphi account or sign up using this link.

Step 2: Create a new Space within zenphi and select the desired template to launch.

Step 3: Click on “Use this template” to begin setting up your automation workflow and establish any necessary connections.

Step 4: Take the time to explore the various assets included within the template. Each template consists of multiple items designed to enhance your automation experience. Flows, for instance, are automated workflows constructed using triggers and actions. Tables serve as databases where you can store valuable process information, while dashboards provide visual charts and insights into your workflow.

Step 5: Begin by customizing the Flow templates to align with your unique requirements. Click on the desired Flow and proceed to edit it. In the intuitive Flow Designer interface, you can effortlessly drag and drop elements, establish rules and conditions, and seamlessly integrate with existing systems. This level of flexibility enables you to fine-tune the automated workflow according to your specific needs.

Step 6: Once you have configured your workflow, it’s a good practice to test its execution. Simply click on the “Test” button to run a test execution and ensure everything is functioning as expected.

Step 7: Finally, when you’re satisfied with your automated workflow, click on “Publish” to deploy the flow and set it in motion, automating your finance processes effectively.

 

More Resources To Learn About Finance Process Automation

Templates are just the beginning of what we offer to simplify your automation journey. If you’re eager to expand your knowledge and delve deeper into the possibilities, we provide a wealth of additional resources. Explore our educational materials, which encompass webinars and tutorials to gain a comprehensive understanding of finance process automation and its potential benefits.

If you prefer a more personalized approach, we invite you to book an obligation-free call with our dedicated success team. During this call, we can discuss how you can effectively automate your finance processes and explore the implementation services that are available to support you throughout the journey. Our team is eager to assist and guide you in leveraging the full potential of automation for your financial operations.

 

Embrace Finance Process Automation To Boost Efficiency

Finance process automation offers a simple and efficient solution to alleviate the pain and complexity often associated with financial operations. Automation templates serve as invaluable tools, empowering businesses to streamline processes such as expense reimbursement, invoice approval, customer license management, and more. With these templates, the burden of repetitive and manual tasks is lifted, resulting in time savings, enhanced accuracy, and increased productivity.


The beauty of these automation templates lies in their flexibility. They can be easily customized to align with your organization’s unique requirements, ensuring that the automated workflows precisely meet your needs. By tailoring the templates to fit your specific processes, you unlock the full potential of finance process automation and experience its numerous benefits firsthand.

Gone are the days of tedious and error-prone manual tasks. Embrace the power of finance process automation templates and witness a transformation in your financial operations. Save time, boost accuracy, and supercharge productivity with these streamlined and customizable solutions.


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