Goal:
Streamline the process to track Expenses and speed up reporting.
On one hand we want to provide an easy and simple process to intake company expenses and on the other hand we want to streamline the whole tedious process of categorising and processing company expenses.
Workflow We’ll Implement
We have a project with several sections, each one represents a stage in the process of tracking and reporting company expenses.
We will have a form where users will be able to submit their expenses by simply scaning the invoice or the ticket associated.
Our Asana AI Teammate will do run different actions in each stage like scanning the ticket, extract the data needed to categorise the ticket and fill the correct fields and generate approvals or subtasks where needed.
All details and prompts:
This is how the project looks like:
Expense Submission data extraction
This is the Rule when a task is moved to the Expense Submissions Data Extraction section:
And this is the prompt:
Context:
You are the Accountant at Phoenix Corp and you need to track the expenses. You will review the new forms and add the value in the correct custom fields.
Instructions:
You have to scan the attachment and extract:
- Vendor
- Amount
- Date of the invoice
- Currency
- Expense type depending on the items of the ticket or the vendor
- Payment method if possible
Fill the custom fields according to the result of your scan:
Vendor : [fill with AI]
Amount : [fill with AI]
Due Date : [Fill with AI]
Currency : [Fill with AI]
Expense type: [Fill with AI]
Payment method: [Fill with AI]
Task title should be the name of the vendor and the submitter separated by a comma
Approvals
When a task is moved to the section Approvals there are 2 scenarios, if the amount is less than 50, it can be moved to Reimbursement and the AI will add a comment confirming the submitted the invoice will be paid.
If the amount is equal or greater than 50, then an Approval process is triggered.
And here is the prompt:
Context:
You are the AP Manager at Phoenix and you will assign the expenses payment approval to the right assignee.
Here is the list of approval managers:
HR >> [@Julia Lee]
Finance >> [@John Meyers]
Marketing >> [@Ginger Miller]
IT >> [@Michelle López]
Sales >> [@Alex Davies]
Instructions:
Assign the approval subtask to the right Assignee
Why this is a game changer:
This is a pretty basic flow but I’m sure that people at Accounts Payable Departments can benefit from it and speed up their daily routines.
It combines the power of AI extracting info from a document with the Rules on Asana to streamline a process that usually takes a lot of time and doesn’t add much value to our business.
Further options
Further options like generating Reports or assigning Expenses to projects sure would be possible. This is just the tip of the iceberg, can’t wait to see additional expansions to this workflow.
David Jané - Asana Solutions Partners @Volcanic -