Power Automate workflow · HR

Staff claims with receipt upload, approval and a PDF claim voucher

Staff submit claims with receipt photos; managers approve in Teams; finance gets a single PDF voucher with receipts merged.

TriggerPower Apps — claim submitted (or Microsoft Forms with file upload)
ConnectorsSharePoint · Approvals · Adobe PDF Services · AI Builder (optional)
CategoryHR

The problem

Paper claim forms with stapled receipts get lost; finance can't match receipts to amounts.

The outcome

One merged PDF per claim (form + receipts), approved in Teams and filed by month for audit.

Before you start

  • A Claims list with attachments enabled.
  • Adobe PDF Services connection (free tier available for testing).

Build it step by step

  1. Read receipts — Optionally use AI Builder Extract information from receipts to pre-fill merchant, date and total.
  2. Approve — Start and wait for an approval to the claimant's manager (Office 365 Users → Get manager).
  3. Convert images to PDF — For each receipt image, use Adobe PDF Services Create PDF from image (or Office file conversion).
  4. Merge — Merge the claim summary PDF and receipt PDFs into one voucher with Adobe PDF Services Merge PDFs.
  5. File by month — Save to Claims/@{formatDateTime(utcNow(),'yyyy-MM')} and notify finance.

Connector action names are shown as they appear in Power Automate at the time of writing; Microsoft and Adobe occasionally rename actions or add new versions.

Error handling

  • Receipts over the size limit fail conversion — compress images in Power Apps before upload.

Licensing

  • AI Builder consumes AI Builder credits (premium). Adobe PDF Services is licensed per transaction.

Variations

  • Post the approved claim into your accounting system via its API.

Common in: Manufacturing · Logistics · Education