A complete reference for every trigger, condition, and action available in Eloope's automation workflow builder.
Triggers
Triggers are the events that start a workflow. Each workflow has exactly one trigger. Eloope supports two trigger types: event-based and date-based (scheduled).
Event-based triggers
Event triggers fire immediately when a specific action occurs.
Expense events
- Expense Created: Fires when a new expense is saved.
- Expense Submitted: Fires when an expense is submitted as part of a report.
- Expense Approved: Fires when an expense is approved.
- Expense Updated: Fires when an existing expense is modified.
- Expense Deleted: Fires when an expense is removed.
- Expense Rejected: Fires when an approver rejects an expense.
- Amount Exceeds Threshold: Fires when an expense amount exceeds a configured limit.
- Policy Violation: Fires when an expense triggers a policy violation.
Report events
- Report Created: Fires when a new expense report is created.
- Report Submitted: Fires when an expense report is sent for approval.
- Report Approved: Fires when an approver approves a report.
- Report Updated: Fires when an existing report is modified.
- Report Rejected: Fires when an approver rejects a report.
- Report Reimbursed: Fires when a report is marked as reimbursed.
Advance events
- Advance Requested: Fires when an employee submits a cash advance request.
- Advance Created: Fires when a new advance record is created.
- Advance Updated: Fires when an advance is modified.
- Advance Rejected: Fires when an advance request is denied.
- Advance Settled: Fires when an advance is reconciled and closed.
Trip events
- Trip Submitted: Fires when a trip request is sent for approval.
- Trip Created: Fires when a new trip is created.
- Trip Updated: Fires when a trip is modified.
- Trip Rejected: Fires when a trip request is denied.
- Trip Completed: Fires when a trip is closed and settled.
User events
- Invitation Accepted: Fires when a user accepts an invitation to join the organization.
Date-based (scheduled) triggers
Date triggers fire relative to a date field on an item. Configure:
- Application: Which module to watch (Expense, Report, Advance, Trip).
- Field: Which date field to track (e.g., Due Date, Deadline, Needed By).
- Relative Days: How many days before or after the date field.
- Time of Day: What time to execute (e.g., 09:00).
- Mode: One-time or Recurring (daily, weekly, monthly cycle).
This is useful for sending reminders before deadlines or following up on overdue items.
Conditions
Conditions are optional filters that control whether a workflow continues after the trigger fires. If any condition is not met, the workflow stops.
Available operators
The condition builder supports a wide range of operators depending on the field type:
| Operator | Works with |
|---|---|
| equals / not equals | Text, numbers, dropdowns |
| greater than / less than | Numbers, amounts |
| greater than or equal / less than or equal | Numbers, amounts |
| contains / not contains | Text fields |
| in / not in | Multi-select lists (categories, departments, users) |
| between | Number ranges, amount ranges |
| before / after | Date fields |
| weekday / weekend | Date fields (match day of week) |
| is empty / is not empty | Any field |
| is true / is false | Boolean fields (toggles) |
Available condition fields
The available condition fields depend on the trigger type. Common fields include:
- Amount: Filter by expense or report total.
- Category: Match against specific expense categories.
- Department: Match against departments.
- Employee: Match against specific users.
- Currency: Match the expense currency.
- Status: Match against item status.
- Merchant: Match the expense merchant.
- Expense Type: Match against expense type (e.g., mileage, standard).
- Title / Description: Match text fields.
- Is Billable / Is Reimbursable: Match boolean flags.
- Approved By / Rejected By: Match the approver or rejector.
- Rejection Reason: Filter by rejection reason text.
- Cost Center: Match against cost centers.
Use the AND/OR logical operator to combine multiple conditions. AND requires all conditions to be true. OR requires at least one condition to be true.
Note: You can chain multiple conditions in a single node for complex filtering logic. The fields available in the condition builder update dynamically based on the trigger you selected.
Actions
Actions define what happens when the trigger fires and all conditions pass. You can chain multiple actions in a single workflow.
Email actions
Send Email / Email Alert: Compose a custom email using the template editor or select from preset templates. Configure recipients by:
- Specific users (multi-select)
- Custom email addresses (comma-separated)
- Role (select from organization roles)
- Department (select from departments)
- Dynamic recipients: Expense Owner, Report Owner, Approver, Manager, or All Users
Insert dynamic variables to personalize the message: {employee_name}, {amount}, {report_name}, {merchant}, {date}, {category}, {department}, {approver_name}. You can use the AI generate button to auto-create subject lines and body text.
In-app notification
Send Notification: Deliver an in-app notification to specified users. Configure a title, message, and recipients using the same targeting options as email.
Communication integrations
Send Slack Message: Post a message to a Slack channel or send a direct message. Requires the Slack integration to be connected.
Send Teams Message: Post a message to a Microsoft Teams channel. Requires the Teams integration to be connected.
Cloud storage actions
Upload to Google Drive / Save Report to Google Drive: Automatically send receipts or reports to a Google Drive folder. Options include auto-organize by folder structure and including receipt attachments. Requires Google Drive integration.
Upload to OneDrive / Save Report to OneDrive: Same as Google Drive, for Microsoft OneDrive. Requires OneDrive integration.
Accounting software sync
Sync to QuickBooks: Create expense entries or bills in QuickBooks. Configure payment type and account mapping. Requires QuickBooks integration.
Sync to Xero: Push expense data to your Xero account with expense account ID mapping. Requires Xero integration.
Sync to FreshBooks: Sync expenses with account mapping. Requires FreshBooks integration.
Sync to Sage: Sync expenses with account mapping. Requires Sage integration.
Approval chain actions
Configure Approval Chain: Route items to a specific role, add an additional approver, or configure auto-approve behavior within the workflow.
Auto-approve and auto-reject
Auto-approve: Automatically approve the expense or report without manual review. Commonly used with conditions to limit auto-approval to low-value items.
Warning: Auto-approve bypasses human review. Use conditions carefully to ensure only appropriate items are approved automatically.
Auto-reject: Automatically reject the expense or report with a required reason. Useful for enforcing policy violations, such as rejecting expenses in blocked categories.
Webhook
Send Webhook: Send an HTTP request to any URL. Configure the HTTP method (POST, GET, PUT, PATCH), custom headers, and request body. Use this to connect Eloope to Zapier, Make, or any custom integration endpoint.
Update field
Update Field: Change one or more field values on the expense or report. For example, set a custom field to "Reviewed" or update the cost center based on department.
Run history
Every automation logs each execution in the Run History tab. Each log entry includes:
- Status: Whether the run succeeded or failed.
- Timestamp: When the run executed.
- Trigger details: The event and item that started the workflow.
- Action results: Outcome of each action in the chain.
Use run history to debug failed workflows and verify that automations are working as expected.
