Expense approval workflow template

Steps in this flowchart

• Employee submits expense
• Attach receipts
• Receipts attached?
• Returned to employee
• Within policy limits?
• Flag policy exception
• Manager reviews exception
• Amount over $500?
• Manager approves
• Manager approves?
• Rejected with reason
• Finance review
• Coding & VAT correct?
• Finance corrects GL coding
• Post to accounts payable
• Include in next payment run
• Notify employee
• Reimbursed

How to use this flowchart template

1. Click Open in the editor. The flowchart opens on a new page in FlowDiagram — nothing is uploaded and there is no sign-up.
2. Rename, add or delete shapes and drag them where you want; connectors stay attached as things move.
3. Drop in vendor logos from the library — 1,160 of them, including every AWS, Azure and Google Cloud service icon — or restyle it with the colour and theme controls.
4. Prefer text? Edit the Mermaid source below and paste it in through ☰ → Import diagram (see the Mermaid editor); it imports as an editable diagram.
5. Export to PNG, SVG or PDF, or press Ctrl+L for a link that carries the whole diagram.

Mermaid source

The whole template is the text below. Paste it into FlowDiagram, keep it in Git next to the code it describes, or hand it to an AI assistant to extend.

flowchart TD
  A((Employee submits expense)) --> B[Attach receipts]
  B --> C{Receipts attached?}
  C -->|No| D[Returned to employee]
  D --> B
  C -->|Yes| E{Within policy limits?}
  E -->|No| F[Flag policy exception]
  F --> G[Manager reviews exception]
  E -->|Yes| H{Amount over $500?}
  H -->|No| I[Manager approves]
  H -->|Yes| G
  G --> J{Manager approves?}
  J -->|No| K((Rejected with reason))
  J -->|Yes| L[Finance review]
  I --> L
  L --> M{Coding & VAT correct?}
  M -->|No| N[Finance corrects GL coding]
  N --> L
  M -->|Yes| O[(Post to accounts payable)]
  O --> P[Include in next payment run]
  P --> Q[Notify employee]
  Q --> R((Reimbursed))

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