Best setup for General Expense Reimbursement?

[Amir Hakakian]

Hi everyone,

We are looking to build a general Employee Expense Reimbursement process using Jira Service Management (JSM). Since we have a relatively low volume of monthly requests, we are trying to avoid heavy and expensive platforms like Concur and manage it natively (or semi-natively) in Jira.

We mapped out a concept using JSM Forms and Jira Automation, but I would love to hear if anyone has implemented something similar and how you bypassed some of the native limitations.

Our Core Requirements & Challenges:

1. Multiple Expense Lines + Receipts (The UX Challenge): Employees need to submit multiple expenses (category, amount, currency, receipt) in one single request. Since native JSM Forms lack a dynamic "Add Row" table that supports file attachments per row, we are currently planning to use Conditional Sections (Expense 1, Expense 2, etc.) to capture the data. Has anyone found a more elegant UI/UX for this?

2. Dynamic Currency Conversion: We handle multiple currencies (USD, ILS, GBP). We plan to use Jira Automation (Send web request) to fetch daily exchange rates from a public API, calculate the conversion based on the employee's site, and update a total sum field.

3. Line-Item Approvals: Finance needs the ability to approve/reject specific receipts, not just the entire report, and edit an "Approved Amount" field for policy exceptions. To do this, Automation will split the submitted form into individual Sub-tasks (or Linked Tasks in a separate Finance project).

4. ERP Export: Exporting the final, approved individual expense lines as a CSV to import into NetSuite (Journal Entries).

My Questions for the Community:

• Has anyone implemented a similar general expense reimbursement flow?

• Did you stick purely to native JSM + Automation, or did you find specific Marketplace apps (e.g., ScriptRunner, Elements Connect, or a dedicated Grid/Table app) that made the form submission and currency calculations significantly easier?

Thanks in advance for your insights!

[Aron Gombas _Midori_]

As for the ERP Export part of the story, considering that automation is a key objective, you may find the Better Excel Automation app useful.

It can automatically produce a customizable Excel spreadsheet from your Jira data, which can be then auto-converted to CSV for the NetSuite import.

(Discl. this app is developed and supported by our team.)

[Amir Hakakian]

Hi Aron,

Thanks but it is not the main objective of this need... I want to see how anyone solve or implement the idea of the Expense Reimbursement with dynamic lines

Thanks,

Amir