Automated Darwinbox Expense Approval Chasing
Every morning, WebRun opens Darwinbox, lists the expense claims sitting in an approval queue, records the employee, the amount, the approver and the days waiting in Notion, and texts each approver a short reminder naming their oldest claims so reimbursements are not held up by one unopened queue.
How do I stop expense claims getting stuck in approval?
WebRun opens Darwinbox every morning and lists the expense claims still waiting on an approver, recording the employee, the amount, and the days waiting in Notion. It then texts each approver their oldest claims through Twilio, so reimbursements are not delayed by one unopened approval queue.
- Claims stuck longest are visible every morning
- Each approver hears about their own queue, not everyone's
- Approvals stay with people, never automated by the workflow
Built for HR teams · finance managers · people operations · shared services teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
darwinbox.comin a real browser with your saved login - no setup, no API keys. -
1
Darwinbox - find claims waiting on approval
darwinbox.com
WebRun opens Darwinbox to find claims waiting on approval. - Open Darwinbox and go to the expense claims awaiting approval
- Capture the employee, the claim amount, the submission date, and the current approver for each
- Note any linked travel request so trip claims are grouped together
- Skip claims already approved, rejected, or paid
Done when Every claim waiting on an approver is listed with its amount, approver, and days waiting.
-
2
Notion - rank them by days waiting
notion.so
WebRun opens Notion to rank them by days waiting. - Update your approvals database with today's waiting claims
- Rank by days waiting so the longest-stuck claims sit at the top
- Group by approver so each person's queue length is visible
- Close out rows for claims approved or rejected since the last run
Done when The Notion queue matches today's Darwinbox state, ranked and grouped by approver.
-
3
Twilio - text each approver their oldest
twilio.com
WebRun opens Twilio to text each approver their oldest. - Draft a short text for each approver with a claim past your waiting threshold
- Name the employee, the amount, and how many days the claim has waited
- Send only to your own staff numbers, never to a vendor or a customer
- Skip approvers whose queue is clear
Done when Every approver with a stuck claim has a reminder text, or all queues are clear.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it approve or reject claims?
No. Approving an expense is a decision with money behind it, so WebRun only surfaces the queue. Every approval and rejection is made by the named approver in Darwinbox.
Who gets the text message?
Only your own approvers, on the numbers you configure. Employees who submitted claims are not messaged, and nobody outside the company is contacted.
Will an approver be texted every day?
Only while they still hold a claim past your waiting threshold. Clear a queue and the reminders stop, so the text always means something is genuinely stuck.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.