Scan receipts automatically and route expenses for approval

Reads receipts uploaded to Google Drive, logs small expenses automatically, and sends big ones to Slack for approval.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4)

flowchart TD trig>"receipt uploaded to drive"]:::trig s0["extract vendor date and amount"]:::task s1["check against approval limit"]:::task trig --> s0 s0 --> s1 gx{"× is amount above limit"}:::gate s1 --> gx p00["log to google sheets"]:::task gx -->|"small expense"| p00 p10["send to slack for approval"]:::task gx -->|"large expense"| p10 p00 --> out p10 --> out out[/"expense logged or flagged"/]:::out pay{{"less manual expense tracking"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepOne path onlyResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Messaging & NotificationsSpreadsheet & Database OpsReporting & AnalyticsFile & Cloud StorageFinance & Accounting
Connects
Google DriveGoogle SheetsGoogle GeminiSlack

The problem it solves

Chasing down receipts and typing them into a spreadsheet eats up time you don't have. Bigger purchases still need someone to sign off, but that approval step often gets lost in email.

Who it fits

Small business owners and finance teams who need a simple way to log and approve expenses.

How it works

  1. A receipt image or PDF is uploaded to a watched Google Drive folder
  2. AI reads the file and pulls out the vendor, date, and amount
  3. The amount is checked against your approval limit
  4. Small expenses are logged straight to Google Sheets
  5. Larger expenses are flagged and sent to Slack for approval
Quick estimate

What it is worth to you

Your numbers, your hourly cost. We add nothing hidden.

per week
minutes
$ per hour
0Hours freed per month
0Value per year at your hourly cost

Assumes freed hours go to other work and that receipt volume stays steady month to month.

What you get

A logged expense record, and for larger purchases, a Slack approval request.

What you need

A Google Workspace account (Drive and Sheets), a Google Gemini API key, and a Slack account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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