Finance approval workflow for Tallyfy

Approve expense claims quickly and correctly

Expense claims pile up in manager inboxes, employees wonder when they'll get reimbursed, and finance chases missing receipts. This template routes claims through the right approvers based on department and amount, with clear status visibility at every step.

12 steps

6 automations

Import into Tallyfy Preview steps

Accounting requests

Run this workflow in Tallyfy

Import this template into Tallyfy and configure the 6 automations to route claims to Sales, IT, or HR managers based on department selection with conditional visibility for rejection notifications

Use Tallyfy's form fields to capture receipt uploads, expense amounts, and approval decisions with 4-day deadlines for manager review and notes for rejection reasons

Track every expense claim through Tallyfy's 12-step process from submission through reimbursement with real-time visibility into approval status and payment confirmation numbers

Import this template into Tallyfy

Process steps

File your claim

1 days from previous step

task

Please read our expense claim policy first.

Share as much detail as possible please.

Form fields in this step

First name

Last name

Date of purchase/expense

Add more details here

Attach receipt

How much is the total claim for?

Select your department

1 days from previous step

task

Form fields in this step

Which department do you work in?

Sales manager approval

4 days from previous step

task

Please review and approve claim for :
Employee: {{first-name-7643846}} {{last-name-7643849}}
Expense date: {{date-of-purchase-expense-7643847}}
Notes/Other Details:
{{add-more-details-here-7643845}}
Receipt for review:
{{attach-receipt-7643848}}

Form fields in this step

Do you Approve?

If not approved, please add notes here.

IT manager approval

4 days from previous step

task

Please review and approve claim for:
Expense date: {{date-of-purchase-expense-7643847}}
Employee: {{first-name-7643846}} {{last-name-7643849}}

Form fields in this step

Do you approve?

If not approved, please add details here.

HR manager approval

4 days from previous step

task

Please review and approve claim for:
Expense date: {{date-of-purchase-expense-7643847}}
Employee: {{first-name-7643846}} {{last-name-7643849}}

Form fields in this step

Do you approve?

If not approved, please add details here.

Claim not approved

9 days from previous step

task

Dear {{first-name-7643846}},

Your claim for expense made on {{date-of-purchase-expense-7643847}} hasn't been approved for the following reasons:
{{if-not-approved-please-add-notes-7643866}}
{{if-not-approved-please-add-7643858}}
{{if-not-approved-please-add-7643861}}

Please contact your reporting manager if you have any questions.

Thank you.
Finance Manager

Reimburse claim

19 days from previous step

task

Claim can be reimbursed.

Once reimbursed please enter payment confirmation number and complete task.

Form fields in this step

Payment confirmation number

Amount reimbursed

Submit expense details

1 day from previous step

task

Fill out all the basics: date, vendor, amount, and what the expense was for. Attach your receipt - no receipt usually means no reimbursement. Be specific about the business purpose. If it was a client dinner, name the client and what you discussed. Vague descriptions slow down approvals.

Categorize the expense

1 day from previous step

task

Pick the right expense category - travel, meals, supplies, software, whatever fits. This matters for budgeting and tax purposes. If you aren't sure which category, check with finance or look at past claims for similar expenses. Wrong categories create extra work for the accounting team.

Manager approval

1 day from previous step

task

Your manager reviews the expense for policy compliance and budget impact. They're checking if this was a legitimate business expense and if you followed the rules on spending limits. If rejected, you'll get notes on why. Common issues: missing receipts, unclear purpose, exceeded limits without pre-approval.

Finance verification

1 day from previous step

task

Finance double-checks the expense coding and confirms everything's in order for payment. They verify the receipt matches the claim amount and that the expense policy was followed. For unusual or high-value expenses, they may ask additional questions. This is the last checkpoint before reimbursement.

Process reimbursement

1 day from previous step

task

Once approved, finance adds the expense to the next payment run. Reimbursements typically hit your paycheck or direct deposit within one to two pay cycles. If you submitted a corporate card expense, it gets reconciled against your card statement instead. Keep a copy of the approved claim for your records.