Employee Expense Reimbursement Automation

₹600-1500 INR

Closed

Posted 7 days ago

₹600-1500 INR

Paid on delivery

POWER AUTOMATE FINAL PROJECT Employee Expense Reimbursement Automation Final Training Assignment | Completion Window: 20th Aug 2026 1. Project Objective Build end-to-end employee reimbursement automation using Microsoft Forms, Power Automate, Dataverse, Outlook, AI Builder Prompt, AI Builder Document Processing, Approvals, and reusable Child Flows. The solution should receive reimbursement requests, validate the submission, process the supporting document, use AI to evaluate the request, route it through the appropriate approval process, update Dataverse throughout its lifecycle, and notify relevant users. Excel must not be used as part of the solution. Supporting documents may include PDF, JPG, PNG, or DOCX files, but Excel files must not be processed. 2. Employee Request Form Create a Microsoft Form named Employee Reimbursement Request. Employee Name Employee Email Employee ID Expense Category Expense Date Claimed Amount Currency Business Justification Manager Email Supporting Document Expense categories: Travel, Hotel, Meals, Transportation, Training, Other. The employee must be able to upload a supporting document. 3. Dataverse Requirements Create a Dataverse table for reimbursement requests containing, at minimum: Request ID Employee Name Employee Email Employee ID Expense Category Expense Date Claimed Amount Currency Business Justification Manager Email AI Validation Result AI Confidence Score Status Rejection Reason Submitted Date Create a second table for processed documents containing: Document ID Request ID File Name Document Type Vendor Document Date Extracted Amount Confidence Score Processing Status Create a third table for Approval History containing, at minimum: Approval ID Request ID Approver Decision Comments Approval Date 4. Request Validation Validate each new request before normal processing. The solution must identify: Missing Employee ID Missing Manager Email Zero or negative claimed amount Expense date in the future Missing supporting document Invalid requests must be recorded in Dataverse with an appropriate status and the employee must be notified through Outlook. 5. Duplicate Detection Check Dataverse for an existing request where Employee ID, Expense Date, and Claimed Amount match the new request. Duplicate requests must not proceed through normal processing. Record the duplicate status and notify the employee. 6. Document Processing Process the uploaded supporting document using AI Builder Document Processing. Extract relevant information such as: Vendor name Document/receipt number, if available Document date Total amount Currency Document type Store the extracted information in Dataverse and compare the extracted amount with the employee's claimed amount. 7. AI Builder Prompt Create an AI Builder Prompt to evaluate the reimbursement request. The prompt should consider: Business justification Expense category Claimed amount Extracted amount Vendor Document date Document type The prompt should determine: Whether the document appears relevant to the request Whether the claimed amount matches the document Whether the expense category is appropriate Whether there are inconsistencies Risk level Recommendation Confidence score Reason for the recommendation The prompt output must be structured so that Power Automate can reliably consume it. 8. Business Rules Expense age: If the expense is more than 60 days old, automatically reject the request. Amount: If the claimed amount is ₹5,000 or less, require manager approval. If it is greater than ₹5,000, require manager approval followed by Finance approval. Amount mismatch: If the claimed amount does not match the extracted document amount, send the request for manual review. AI confidence: If AI validation confidence is below 80%, send the request for manual review. Successful validation: If validation passes, proceed to the appropriate approval process. 9. Approval Use Power Automate Approvals. Requests of ₹5,000 or less require Manager approval. Requests above ₹5,000 require Manager approval followed by Finance approval. Approvers should be able to see employee details, category, date, claimed amount, extracted amount, AI validation result, AI confidence, and business justification. 10. Dataverse Status Management Maintain an appropriate status throughout the request lifecycle. Suggested statuses: Submitted Validation Failed Processing Manual Review Awaiting Manager Approval Awaiting Finance Approval Approved Rejected Duplicate Failed Update the Dataverse record whenever the request moves to a new stage. 11. Outlook Notifications Submission confirmation to the employee Validation failure notification to the employee Manual review notification to the employee Approval request notification to the manager Finance approval notification where applicable Approval confirmation to the employee Rejection notification to the employee with the reason where available 12. Child Flows The solution must contain at least two reusable Child Flows. Child Flows should have clearly defined inputs and outputs and should provide reusable functionality rather than simply splitting one large flow. 13. Error Handling Implement proper error handling for failures involving Dataverse, Document Processing, AI Prompt, Outlook, or Approvals. Update the Dataverse record with an appropriate failure status Capture useful error information Notify the support/automation team Avoid leaving requests stuck indefinitely in an intermediate state 14. Solution Management The entire project must be created inside a Power Platform Solution. Use appropriate Connection References Use Environment Variables where appropriate Follow consistent naming conventions Avoid hard-coding configurable values such as email addresses where an environment variable or configuration approach is appropriate 15. Testing Requirements Test at least the following scenarios: Valid request under ₹5,000 Valid request above ₹5,000 Missing mandatory information Missing attachment Duplicate request Expense older than 60 days Amount mismatch AI confidence below 80% Manager rejection Finance rejection Successful approval Document-processing failure Document the expected result, actual result, Pass/Fail status, and screenshots where useful. 16. Deliverables Power Platform Solution containing all required components Architecture diagram showing major components and data flow Dataverse design including tables, columns, relationships, and choices Final AI Builder Prompt and a brief explanation of its purpose Test document containing test cases, inputs, expected results, actual results, Pass/Fail status, and relevant screenshots README explaining architecture, flow responsibilities, Child Flows, Dataverse design, AI implementation, error handling, assumptions, and limitations 17. Completion Timeline You will have one week to complete the project. The one-week window is intentional so that the assignment can be completed alongside regular project responsibilities. Expected hands-on effort: approximately 14–20 hours depending on prior experience with Dataverse, AI Builder, and Power Automate. You are expected to design the solution yourself. You may use Microsoft documentation and other learning resources, but the final implementation should be your own. 18. Evaluation Focus The project will be evaluated on: Correctness and completeness of the requirements Solution architecture and separation of responsibilities Dataverse design and data relationships Effective use of Child Flows Quality and reliability of AI Prompt implementation Document-processing implementation Business-rule implementation Error handling and resilience Maintainability, naming, and use of Solutions/Connection References/Environment Variables Testing coverage Overall quality of the final solution

Software Architecture

C# Programming

PHP

Project ID: 40674611

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12 freelancers are bidding on average ₹1,026 INR for this job

@protovosolutions

Hello, We would be glad to assist you with this project. Protovo Solutions LLP is an experienced technology and business solutions agency serving global clients since 2016. We have successfully completed projects in custom software development, CRM and ERP customization, SaaS platforms, marketplaces, e-commerce, AI automation, digital marketing, and virtual assistance. Our team has hands-on expertise in Laravel, CodeIgniter, PHP, Node.js, React, Python, WordPress, Shopify, PrestaShop, OpenCart, PerfexCRM, RISE CRM, Odoo, APIs, automation, SEO, data management, and business support services. With more than 100 client reviews on Freelancer, we understand the importance of clear communication, reliable delivery, quality work, and ongoing support. We can review your complete requirements, recommend a practical approach, and execute the work through clear milestones. Relevant work samples and technical details can be shared during our discussion. Please connect with us through chat so we can discuss the requirement and take this forward. Kind regards, Protovo Solutions LLP

₹1,500 INR in 20 days

4.9

(104 reviews)

6.8

@eugabrielmaximo

Hello, A single mismatch in expense data can cascade into days of manual follow-ups, delayed reimbursements, and frustrated employees. Your requirement for a fully automated, Dataverse-driven solution with built-in AI validation addresses this directly. I understand the complexity here: it is not just about moving data from Forms to Dataverse. The real challenge is orchestrating conditional approvals, document processing, AI evaluation, and state management across multiple tables without Excel, while ensuring resilience through child flows and error handling. I recently built a similar procurement approval system where a Power Automate flow with AI Builder processed vendor invoices, extracted amounts, and routed approvals based on thresholds. That solution reduced processing time by 70% and eliminated duplicate submissions. I can apply that same pattern to your reimbursement workflow. I have a few clarifying questions: For the AI Prompt, do you have a preferred schema for the structured output? And should the manual review queue be handled through a Power Apps portal or simply via email notifications?

₹1,050 INR in 7 days

5.0

(1 review)

0.0

@truptis1

Hi, I’ve gone through the requirements and can help build this reimbursement automation using Power Automate, Dataverse, Forms, AI Builder, Approvals, and Outlook.I understand the main workflow, including validation, duplicate checking, receipt processing, AI-based validation, approval routing, notifications, error handling, and the required Child Flows.I can also provide the Solution, Dataverse setup, testing, documentation, and architecture diagram as required.I’m new to freelancing, but I’m technically comfortable with this kind of project and would be happy to take it up. I can start immediately and work within the given timeline. Thanks!

₹1,050 INR in 7 days

0.0

(0 reviews)

0.0

@snehalh0

I am a Backend Developer specializing in C#, ASP.NET Core, and Web APIs. I bring strong expertise in designing scalable architectures, writing clean code, and optimizing complex SQL queries and databases (MySQL, SingleStore) for enterprise applications. I focus on delivering high-performance, secure backend solutions on schedule.

₹1,050 INR in 7 days

0.0

(0 reviews)

0.0

@orsonp1

I can build this Power Automate reimbursement solution end-to-end using Microsoft Forms, Dataverse, AI Builder, Approvals, Outlook and reusable Child Flows, with no Excel involved. I’ll first design the Dataverse tables and relationships, then build the request/validation flow, duplicate detection and document processing. Next I’ll implement the AI Builder Prompt with structured output, business rules, manager/Finance approval routing, status tracking and Outlook notifications. I’ll also add two reusable Child Flows, proper failure handling, Solution/Connection References/Environment Variables, and test every required scenario. I can complete the implementation and documentation within the required 1-week window, with approximately 14–20 hours of hands-on work. Please confirm whether the Power Platform environment and AI Builder licenses are already available.

₹1,050 INR in 7 days

0.0

(0 reviews)

0.0

@CliveMSoftware

I'll deliver a complete, production-ready Power Platform solution for employee expense reimbursement automation within your one-week timeline. My approach covers all 18 requirements: building the Microsoft Form, designing three optimized Dataverse tables with proper relationships, implementing AI Builder document processing to extract vendor/amount data, creating a structured AI prompt for validation logic, and orchestrating the approval workflow with manager and finance sign-offs based on amount thresholds. I'll develop at least two reusable Child Flows for document validation and notification orchestration, implement comprehensive error handling with support team alerts, and establish proper solution governance using Connection References and Environment Variables. Deliverables include the complete solution package, architecture diagram, Dataverse schema documentation, the final AI prompt, and a detailed test report covering all 12 scenarios with screenshots and results.

₹606 INR in 7 days

0.0

(0 reviews)

0.0

@renoa99

Hi, I’m an experienced Power Automate and Microsoft Power Platform developer with expertise in Dataverse, AI Builder, Outlook automation, and enterprise workflow solutions. I can build your complete employee reimbursement automation solution following your requirements. ✔︎ Create Microsoft Forms reimbursement intake flow ✔︎ Design Dataverse tables, relationships, and status management ✔︎ Implement validation, duplicate detection, and business rules ✔︎ Configure AI Builder Document Processing and Prompt evaluation ✔︎ Build approval workflows for Manager and Finance approvals ✔︎ Create reusable Child Flows with proper inputs and outputs ✔︎ Configure Outlook notifications and error handling ✔︎ Package everything inside a Power Platform Solution ✔︎ Provide architecture diagram, documentation, README, and testing report I will ensure the solution is maintainable, properly structured, and follows Power Platform best practices including connection references and environment variables. I can complete this within the one-week timeline and provide a fully tested solution with handover documentation. Best regards, Reno

₹600 INR in 2 days

0.0

(0 reviews)

0.0

@MuhammaddSagheer

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₹1,050 INR in 7 days

0.0

(0 reviews)

0.0

@warrick1718

This project immediately caught my attention because it is exactly the type of work I do best. I understand the need for a clean, professional, and user-friendly reimbursement automation solution that integrates Microsoft Forms, Power Automate, and Dataverse while ensuring seamless document processing and automated notifications. While I am new to freelancer, I have tons of experience and have done other projects off site. My expertise lies in creating automated workflows, data validation, and AI document processing, ensuring that all requirements from validation to approval are meticulously addressed. If this sounds like what you're looking for I'd love to hear more about your project. Regards, Warrick Van Eeden

₹700 INR in 7 days

0.0

(0 reviews)

0.0

@xcybernetic

Hello, I can support Employee Expense Reimbursement Automation with a defensive, evidence-driven security approach. My experience covers secure SaaS architecture, access control, API abuse analysis, intrusion and anomaly validation, audit trails, Linux/cloud environments, and clear technical reporting. I would begin by confirming scope, authorization, assets, and success criteria, then execute the agreed assessment or implementation with reproducible findings, prioritized remediation, and a concise handover. I do not rely on generic scanner output; each result is verified and tied to an actionable fix. Please share the authorized scope and expected deliverables so I can confirm the first milestone.

₹1,050 INR in 7 days

0.0

(0 reviews)

0.0

@kshivam2020

Hi, I understand this requires a full Power Platform solution: MS Forms intake, 3 Dataverse tables, AI Builder Document Processing + Prompt for validation, tiered Manager/Finance approvals (₹5,000 threshold), 2+ reusable Child Flows, error handling, and Outlook notifications at each stage — all inside a proper Solution with Connection References and Environment Variables. My approach: build Dataverse schema first, then intake/validation flow with duplicate detection as a Child Flow, integrate AI Builder (tested standalone before wiring in), implement business rules and approvals, add error handling, then test all scenarios with documentation. Deliverables: exported Solution package, architecture diagram, Dataverse design, AI Prompt with explanation, test document, and README. Can deliver within 7 days. Happy to discuss details.

₹1,400 INR in 7 days

0.0

(0 reviews)

0.0

@Kamalnagpal7936

Hi, I can build this end-to-end in Power Automate using Microsoft Forms, Dataverse, AI Builder Document Processing, AI Builder Prompt, Approvals, Outlook and reusable Child Flows. I’ll implement the complete reimbursement workflow, including validation, duplicate detection, document extraction, AI-based checks, business rules, approval routing, status tracking, notifications and error handling. The solution will be built inside a Power Platform Solution with connection references and environment variables so it remains maintainable and easy to extend. I’ll also complete the required test scenarios and provide the architecture diagram, Dataverse design, AI prompt documentation, test results and README. I can complete the project within the requested 1-week timeframe. Thanks!

₹1,200 INR in 7 days