Last Updated on April 16, 2022 by Jan Bachelor
Do you have a small to medium sized business with some employees having company credit cards? Is it a nightmare for your Finance team to retrieve receipts for expenses, allocated them to projects and get them approved, yet you do not want to pay for high budget solutions like Concur or Oracle NetSuite? Then follow this tutorial – all you need is a little server (VM) with WordPress, a few affordable licenses, and a cheap (< $30 monthly) Integromat subscription!
In this tutorial:
The approach – How will we get there?
- Get your bank to push a .CSV file as a daily feed of expenses for all credit cards for your company. In this tutorial, we will assume that the feed will be available via FTPS (other options such as email attachments with a specific subject are also possible).
- Decide what data you want from this feed and for your accounting – e.g. charge date, charge amount, transaction description, etc.
- Design a parent and child form in Gravity that we will feed the data into. For example, will each cost need to be allocated to a company subsidiary (branch) and/or project and/or expense type?
- Consider a workflow once the data comes into the form – manager approval, finance review step, etc. Can you get your HR team to compile and keep up to date a spreadsheet with the employees and their managers?
Technology that will be required:
- A WordPress site with Gravity Forms, Gravity Flow, Outgoing and Incoming webhook add-ons
- Gravity API to be enabled on your WordPress site.
- Integromat (Make.com) subscription – free one will do for starters
- Google Spreadsheet (for storing direct manager details – this could be hard-coded in Gravity if preferred).
This tutorial deserves more credit, I’ve not seen such a detailed write-up on how to turn a WP site into a fully fledged automated expense bank feed where employees have to provide justification for every expense – pretty good, keep it up!