Stop expense reports from stalling with an approver
Every Monday, WebRun opens Zoho Expense, finds reports sitting in Awaiting Approval and receipts that were never attached to a report, works out how many days each has been waiting, posts a ranked chase list to your Microsoft Teams finance channel, and opens a Trello card for every report that is genuinely stuck.
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How do I chase expense reports stuck waiting for approval?
WebRun opens Zoho Expense every Monday, lists reports still awaiting approval and receipts never filed, and works out how long each has been sitting. It posts a chase list to Microsoft Teams and opens a Trello card for every stuck report, so nothing waits on an approver until month end.
- Approvers see their own queue every Monday instead of at month end
- Every stuck report has a card and an owner
- Loose receipts get filed before the close deadline
Built for finance teams · office managers · bookkeepers · operations leads
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
expense.zoho.comin a real browser with your saved login - no setup, no API keys. -
1
Zoho Expense - find stalled reports
expense.zoho.com
WebRun opens Zoho Expense to find stalled reports. - Open Zoho Expense and filter reports to Awaiting Approval
- Capture the submitter, approver, total and submission date for each
- Check Expenses for unreported receipts that have been sitting loose for over a week
- Calculate days waiting for every item and drop anything already approved or reimbursed
Done when Every unapproved report and unreported receipt is listed with its age and owner.
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2
Microsoft Teams - post the chase list
microsoft.com How to Automate Microsoft Teams
WebRun opens Microsoft Teams to post the chase list. - Post a chase list to your finance channel, oldest waiting first
- Group it by approver so each person sees their own queue in one place
- Show the total value sitting unapproved this week
- List loose receipts separately so submitters know what to file
Done when The finance channel has this week's chase list grouped by approver.
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3
Trello - open a card per blocker
trello.com How to Automate Trello
WebRun opens Trello to open a card per blocker. - Open a card on your finance board for each report waiting longer than your threshold
- Put the approver name, report total and days waiting in the card title and description
- Move a card to Done when the underlying report clears approval
- Skip creating a duplicate if a card for that report already exists
Done when Every genuinely stuck report has one open Trello card and cleared ones are closed.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it approve or reject expense reports?
No. WebRun never approves, rejects, submits or reimburses anything in Zoho Expense. It reads the queue and tells your team what is waiting, and every approval decision stays with the approver.
Does it email the people who are holding things up?
No. It posts an internal Teams list and opens internal Trello cards. Nobody is emailed or messaged directly by WebRun.
What stops the Trello board filling up with duplicates?
It checks the board before creating anything, updates the existing card for a report it has already raised, and closes cards once the report clears approval in Zoho Expense.
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