Apply expense claim decisions from sent Gmail
Once an approver sends a clear decision, Notis can update the matching expense claim in Breathe HR.
Trigger
Email Sent
Triggers when a Gmail message is sent by the authenticated user. It polls the 'SENT' label and emits metadata including sender, recipients, subject, timestamp, and thread ID.
Action
Update Employee Expense Claim
Tool to approve or reject an employee expense claim. Use when you need to update the approval status of an expense claim by providing the claim ID and approver/rejector ID.
Why this helps
Expense claim decisions sent by email can be forgotten when the claim status is not updated afterward.
- Keep claim status aligned with an email decision
- Reduce post-approval admin
- Make rejected and approved claims easier to track
Setup
Build it in a few focused steps.
- 1Connect Gmail and Breathe HR once in the Notis portal.
- 2Create an automation in Automations, New Automation.
- 3Tell Notis to update an expense claim only when a sent email from an authorized approver clearly identifies the claim and states approval or rejection, and report unclear decisions.
- 4Pick the Email Sent trigger and choose where run reports go.
- 5Test with one real decision email and its matching claim.
Questions about this workflow
Can this update a claim without an identifiable claim ID?
The action requires a claim ID and approver or rejector ID. Have Notis report cases where the email does not make the claim or decision maker clear.
Does the workflow approve leave requests too?
No. This action updates an employee expense claim. Leave requests use separate Breathe HR actions.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Gmail to Breathe HR. A trigger fires from one place; an action lands in another.
Gmail triggers
Breathe HR actions
Recurring trigger
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Approve Leave Request
Tool to approve a leave request in BreatheHR. Use when an authorized user needs to approve a pending leave request.
Webhook trigger
Notis starts this workflow when an external tool or custom backend sends an HTTP request.
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Email Sent
Triggers when a Gmail message is sent by the authenticated user. It polls the 'SENT' label and emits metadata including sender, recipients, subject, timestamp, and thread ID.
Create Employee Change Request
Tool to create a change request for an employee field. Use when you need to update employee information such as job title, department, or salary.
New Gmail Message Received Trigger
Triggers when a new message is received in Gmail.
Create Employee Expense
Tool to create an employee expense record in BreatheHR. Use when an employee needs to submit a new expense claim for reimbursement or record a company-paid expense.
Create Employee Expense Claim
Tool to create a new expense claim for an employee. Use when you need to submit expenses for reimbursement by grouping one or more unclaimed expense records into a claim.
Create Employee Sickness
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Delete Employee Expense
Tool to delete an employee expense by ID. Use when you need to remove an expense record from the system.
Delete Employee Training Course
Tool to delete an employee training course record by its ID. Use when you need to remove a training record from an employee's profile.
Connect any two apps with Notis in the middle.
Gmail and Breathe HR, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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