Custom Travel Expense Claim System – Built on SharePoint and React — Transcript

Full transcript

1. 0:00hey there today I'm excited to walk you
2. 0:02through our custombuilt travel expense
3. 0:04claim system we've designed it on
4. 0:06SharePoint using react to simplify and
5. 0:09digitalize your expense claims from
6. 0:11submission to final approval making the
7. 0:13process more efficient and effortless
8. 0:15when you go on official business travel
9. 0:17you set up a claim once you're back you
10. 0:19submit the expenses to get reimbursed
11. 0:21for the money you spent on behalf of the
12. 0:23company and our system makes that
13. 0:25process seamless let's dive in so here's
14. 0:28how it works first an employee creates
15. 0:31an expense Claim by filling out a simple
16. 0:33form when as they hit submit the system
17. 0:36automatically sends an email
18. 0:37notification to the first level approver
19. 0:40after the first level approver reviews
20. 0:42and approves the claim an email is sent
21. 0:45to the second level approver for their
22. 0:48approval once the second level approver
23. 0:49gives the final approval there the
24. 0:51system sends a confirmation email back
25. 0:53to the employee letting them know the
26. 0:55claim has been successfully processed
27. 0:58let's dive into the claim form itself
28. 1:00self the first part is the purpose of
29. 1:02travel where the employee selects from
30. 1:04predefined options like business
31. 1:07conference or training after that they
32. 1:10fill in the travel route where they're
33. 1:12traveling to and from the from date and
34. 1:16to date are the travel dates and the
35. 1:18system will automatically calculate the
36. 1:20duration for you there's also a
37. 1:23description field where the employee can
38. 1:25explain the purpose of the trip next
39. 1:28after saving the claim the employee can
40. 1:30start adding the expenses for each
41. 1:33expense they select the type of expense
42. 1:37like Visa Hotel or food from a dropdown
43. 1:41they can also add a description for each
44. 1:43expense select the currency and enter
45. 1:46the invoice
46. 1:48amount each entry also allows for an
47. 1:50astr risk attachment where they can
48. 1:53upload their receipts and invoices once
49. 1:56all expenses are added they save the
50. 1:58claim and it moves into pending status
51. 2:01ready for
52. 2:04approval once the employee submits the
53. 2:07claim it appears in a SharePoint list
54. 2:08where all pending claims are tracked and
55. 2:10ready for the approval process this
56. 2:12centralized view makes it easy for
57. 2:14approvers to access and review claims
58. 2:16for travel expense claims we've defined
59. 2:19an approval hierarchy based on the
60. 2:20employees Department the system
61. 2:22automatically pulls the correct
62. 2:24approvers like the line manager and
63. 2:26department manager ensuring the claim
64. 2:28follows the right path for review and
65. 2:29approv approval after submitting your
66. 2:31claim you'll immediately receive an
67. 2:33email confirming that your request has
68. 2:35been submitted successfully now our
69. 2:37automated approval flow takes over first
70. 2:40the line manager receives an email with
71. 2:42all the necessary claim details
72. 2:44including travel date travel route
73. 2:47purpose of travel reference number
74. 2:49claimed expense amount this email gives
75. 2:53the approver a clear snapshot of the
76. 2:54submitted claim making it easy to review
77. 2:57they can either approve or reject the
78. 2:59claim Direct directly from the email you
79. 3:01can also customize this email format to
80. 3:03suit your specific needs once the line
81. 3:05manager approves the claim moves to the
82. 3:07department manager who receives the same
83. 3:10details and follows the same process
84. 3:12reviewing approving or rejecting the
85. 3:14claim finally the claim moves to the
86. 3:16finance department for a final check
87. 3:17before payment approval to keep things
88. 3:19on track the system sends a reminder
89. 3:21email if an approval isn't completed
90. 3:23within 2 days ensuring no delays in the
91. 3:26workflow at each step notifications are
92. 3:28sent to ensure full transparency and
93. 3:30keep everyone informed making the entire
94. 3:33process simple and
95. 3:34efficient once the claim has been
96. 3:36processed the approval status for each
97. 3:38stage line manager department manager
98. 3:41and finance is updated in the SharePoint
99. 3:44list this list provides a clear view of
100. 3:46where the claim stands you'll see
101. 3:48columns indicating whether the claim is
102. 3:50pending approved or rejected at each
103. 3:53level allowing you to track the approval
104. 3:55process in real time our system is fully
105. 3:58customizable to suit your business needs
106. 4:01first with Erp integration approved
107. 4:03expenses are automatically linked to
108. 4:05your Erp system generating invoices once
109. 4:08payments are processed the claim status
110. 4:10updates to paid and a confirmation email
111. 4:12is sent to the
112. 4:14employee cost effective technology is
113. 4:16another big Advantage by using react
114. 4:18SharePoint and power automate we
115. 4:20eliminate the need for costly power apps
116. 4:22licenses saving up to $15 per user per
117. 4:25month for Global businesses we offer
118. 4:28multi-currency support
119. 4:30automatically converting currencies and
120. 4:32ensuring compliance with regional tax
121. 4:35rules lastly automated reminders ensure
122. 4:38no delays in the approval process by
123. 4:39sending follow-up emails if an approver
124. 4:42hasn't taken action within a set time
125. 4:44frame combination of react SharePoint
126. 4:47and power automate provides a scalable
127. 4:49and flexible solution for managing
128. 4:51travel expenses the integration is
129. 4:53seamless and it keeps costs down by
130. 4:55avoiding unnecessary licensing fees all
131. 4:58while optimizing your workflow
132. 5:00well with SharePoint react spfx and
133. 5:03power automate the possibilities are
134. 5:05endless these Technologies Empower you
135. 5:08to build a wide range of custom business
136. 5:10applications and fully digitalize your
137. 5:12manual processes such as training
138. 5:14request form supplier registration
139. 5:16portal customer credit application leave
140. 5:19request system asset management system
141. 5:22employee onboarding system local expense
142. 5:25claim form performance review system and
143. 5:28many other possibilities each of these
144. 5:30Solutions is built to streamline your
145. 5:32processes enhance efficiency and can be
146. 5:34fully customized to fit the specific
147. 5:36needs of your organization with built-in
148. 5:39Automation and seamless integration with
149. 5:41your Erp and other systems you'll
150. 5:43Elevate workflows and boost productivity
151. 5:45across all
152. 5:47departments and there you have it our
153. 5:50travel expense claim system simplifies
154. 5:52expense management from submission to
155. 5:54payment ensuring transparency and
156. 5:56efficiency at every step built on
157. 5:58SharePoint and react it's it's a
158. 5:59powerful solution for streamlining your
159. 6:01workflow ready to get started Reach Out
160. 6:04we'd love to help