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.
Expense events
- Expense created: Fires when a new expense is saved.
- Expense updated: Fires when any field on an existing expense is changed.
- Expense deleted: Fires when an expense is removed.
Report events
- Report submitted: Fires when an expense report is sent for approval.
- Report approved: Fires when an approver approves a report.
- Report rejected: Fires when an approver rejects a report.
Advance events
- Advance requested: Fires when an employee submits a cash advance request.
- Advance approved: Fires when a cash advance is approved.
- Advance settled: Fires when an advance is reconciled against actual expenses.
Trip events
- Trip submitted: Fires when a trip request is sent for approval.
- Trip approved: Fires when a trip request is approved.
Conditions
Conditions are optional filters that control whether a workflow continues after the trigger fires. If any condition is not met, the workflow stops.
Amount
- Greater than: Amount exceeds a specified value.
- Less than: Amount is below a specified value.
- Equals: Amount matches exactly.
- Between: Amount falls within a specified range.
Category
- Is: Category matches one or more selected categories.
- Is not: Category does not match any of the selected categories.
Department
- Is: Department matches one or more selected departments.
- Is not: Department does not match any of the selected departments.
Employee
- Is: The submitting employee matches one or more selected users.
- Is not: The submitting employee does not match any of the selected users.
Currency
- Is: The expense currency matches the selected currency.
Custom fields
If your organization has configured custom fields, they are also available as conditions. The operators depend on the field type (text, number, dropdown, date).
Note: You can combine multiple conditions in a single node. All conditions must be true for the workflow to proceed.
Actions
Actions define what happens when the trigger fires and all conditions pass. You can chain multiple actions in a single workflow.
Send email
Compose a custom email using the template editor. Insert dynamic variables to personalize the message:
{employee_name}: Name of the submitting employee{amount}: Expense or report total{report_name}: Name of the expense report{merchant}: Merchant or vendor name{date}: Transaction date{category}: Expense category{department}: Employee's department{approver_name}: Name of the assigned approver
Specify recipients by email address, role, or dynamic reference (e.g., the submitter's manager).
Send notification
Deliver an in-app notification to specified users. Choose which users or roles receive the notification and write a custom message using the same variables as email.
Send Slack message
Post a message to a Slack channel or send a direct message. Requires the Slack integration to be connected in Settings > Integrations.
Send Teams message
Post a message to a Microsoft Teams channel. Requires the Teams integration to be connected in Settings > Integrations.
Upload to Google Drive
Automatically send receipt images or report PDFs to a specified Google Drive folder. Requires the Google Drive integration to be connected.
Upload to OneDrive
Same as Google Drive, but for Microsoft OneDrive. Requires the OneDrive integration to be connected.
Sync to QuickBooks
Create an expense entry in QuickBooks when triggered. Maps Eloope fields to QuickBooks categories and accounts. Requires the QuickBooks integration to be connected.
Sync to Xero, FreshBooks, or Sage
Push expense data to your accounting tool. Each integration maps fields according to the tool's requirements. Requires the respective integration to be connected in Settings > Integrations.
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. Useful for enforcing policy violations, such as rejecting expenses in blocked categories.
Send webhook
Send a POST request to any URL with the full event data as a JSON payload. Use this to connect Eloope to Zapier, Make, or any custom integration endpoint.
Update field
Change a field value 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.
