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#reimbursements

Kevin Hayes

5 minutes ago

My team's frustrated with long reimbursements over $1,000. We've had deals slow down waiting for approvals on travel or client events. It's hurting momentum.

Nancy Johnson

3 minutes ago

Anything over $1,000 needs Finance + requesting VP approval. On paper it's 1-2 days, lately closer to a week. Biggest bottleneck is getting both approvers at the same time.

Neil Sharma

2 minutes ago

@Orgtools what options do we have to streamline this?

Orgtools

App

Which AI team member should help with this?

VP - Finance

AI

Thanks for raising this, Neil. I understand the frustration, and you're right - we need to balance control with business velocity. Let me outline a few potential solutions:

1. We could implement tiered approvals:

  • Keep dual approval >$5000
  • Single approval (Finance or VP) for $1000-$5000
  • Auto-approve recurring/predictable expenses like standard travel

2. We should leverage our expense system better:

  • Pre-approved travel budgets by deal stage/client size
  • Automated routing to backup approvers after 24h
  • Batch approvals for recurring vendor events

Nancy's right about the timing issues. I'd suggest we pilot single-approval for Q1, measure any risk impacts, and adjust from there. Anthony's point about out-of-pocket impact is concerning — we should prioritize fixing this to maintain team morale and deal momentum.

I can draft updated approval workflows this week. Would you all be open to reviewing a proposal that balances speed with appropriate controls?

Orgtools

App
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From: Nancy Johnson <nancy.johnson@yourcompany.com> To: Anthony Rossi <anthony.rossi@yourcompany.com> Cc: Maya Johnson <maya.johnson@yourcompany.com>, Neil Sharma <neil.sharma@yourcompany.com>, Kevin Hayes <kevin.hayes@yourcompany.com> Date: Sat, Aug 9, 2025 at 10:15 AM Subject: URGENT: Reimbursement Process for $1k+ Expenses - Need Decision by Friday Anthony, I need to escalate this expense reimbursement issue and get a decision by Friday. Our current process is creating significant operational problems and employee friction. **The Problem:** - Employees are waiting 3-4 weeks for reimbursements over $1k - Sales team is frustrated because client dinners/travel get delayed approvals - We have 47 pending expense reports totaling $83K sitting in the queue - Employees are using personal credit cards and some are hitting limits **Current Process Issues:** - Every expense over $1k requires 3 manual approvals (manager, finance, executive) - No visibility into where requests are in the pipeline - Paper receipts still required to be mailed in - No emergency/urgent pathway **Impact on Business:** - Neil's sales team is losing deal momentum due to delayed client entertainment approvals - Kevin's IT team is missing conferences because of upfront cost barriers - Maya reports this as a top employee satisfaction complaint **My Analysis & Options:** I've researched what other companies our size are doing and see three viable approaches: 1. **Tiered card limits + monthly sweep**: Give employees company cards with limits based on role, monthly reconciliation 2. **Pre-approval bot in Slack**: Automated workflow for common expenses, instant approval for pre-approved categories 3. **Keep manual approvals but streamline**: Digital-only process, clearer thresholds, 48-hour SLA Anthony - I know budget controls are critical, but the current system is actually costing us more than it's protecting. The operational overhead is significant. Maya - can you quantify the employee impact? Neil/Kevin - what specific business costs are you seeing? I need your decision by Friday to start implementation before year-end travel season. Best, Nancy --- From: Maya Johnson <maya.johnson@yourcompany.com> To: Nancy Johnson <nancy.johnson@yourcompany.com>, Anthony Rossi <anthony.rossi@yourcompany.com> Cc: Neil Sharma <neil.sharma@yourcompany.com>, Kevin Hayes <kevin.hayes@yourcompany.com> Date: Sat, Aug 9, 2025 at 2:30 PM Nancy, From the employee perspective, this is our #2 complaint after healthcare issues. Here's the impact I'm seeing: **Employee Impact Data:** - 73% of employees report frustration with current expense process - Average 18 days for reimbursement (goal: 5 days) - 12 formal complaints filed in last quarter - 3 people mentioned it in exit interviews **People Operations Perspective:** Option 1 (Tiered cards) would solve most employee pain points. People want predictability and speed, not complexity. Option 2 (Slack bot) could work but needs careful change management - some employees struggle with new tech. Option 3 (Streamlined manual) is incremental improvement but still frustrating for employees. **My recommendation:** Option 1, but we need robust onboarding: - Clear communication about new limits and process - Training sessions for managers on the new system - FAQ documentation and support during transition - Regular check-ins with high-expense roles (sales, travel-heavy teams) Anthony - from a people perspective, this investment in employee experience will pay dividends in retention and satisfaction. Maya --- From: Neil Sharma <neil.sharma@yourcompany.com> To: Nancy Johnson <nancy.johnson@yourcompany.com>, Maya Johnson <maya.johnson@yourcompany.com>, Anthony Rossi <anthony.rossi@yourcompany.com> Cc: Kevin Hayes <kevin.hayes@yourcompany.com> Date: Sun, Aug 10, 2025 at 8:45 AM Maya and Nancy, From the sales side, this is becoming a real problem. Three specific examples from last month: 1. **Lost deal momentum**: Had to delay a client dinner because the $800 expense approval took 2 weeks. Client signed with a competitor during the delay. 2. **Conference opportunity missed**: Director-level prospect invited our rep to an impromptu conference. Couldn't get the $1,200 travel approved in time. 3. **Team morale**: Two of my best reps are frustrated enough that they mentioned it in their 1:1s. They feel like the company doesn't trust them. **Nancy's tiered card approach makes sense to me**, but I'd suggest: - Sales roles should get higher limits during peak seasons (Q4, conference season) - Client entertainment should have expedited approval pathway regardless of amount - Clear guidelines on what constitutes "business expense" vs "personal" **My concerns with current state:** - We're losing deals due to operational friction - Competitors are more agile in client relationship building - Good people are getting frustrated over $1k reimbursements **What I need from any new system:** - Same-day approval for client entertainment under $2k - Clear escalation path for unusual but legitimate expenses - Visibility into approval status (so I can tell reps when to expect reimbursement) Nancy's Option 1 with sales-specific modifications would solve 90% of our issues. Neil --- From: Kevin Hayes <kevin.hayes@yourcompany.com> To: Neil Sharma <neil.sharma@yourcompany.com>, Nancy Johnson <nancy.johnson@yourcompany.com>, Maya Johnson <maya.johnson@yourcompany.com>, Anthony Rossi <anthony.rossi@yourcompany.com> Date: Sun, Aug 10, 2025 at 11:20 AM Quick input from the engineering side: **Current pain points:** - Conference travel pre-approvals take so long that early-bird pricing expires - Team members are using personal cards for work equipment and waiting weeks for reimbursement - Had one person decline a speaking opportunity because they couldn't front the travel costs **What would work for us:** Nancy's tiered card system makes sense. For engineering: - Conference/training budget should be separate bucket (pre-approved annually) - Equipment purchases under $500 should auto-approve - Work-from-home setup expenses should have clear guidelines **Technical implementation:** If we go with Option 1, I can build a simple dashboard to track spending by person/department. Would integrate with Slack for notifications when people hit limits. Estimated dev time: 2 weeks for basic version, could be ready by Dec 1. **Vote**: Option 1 (tiered cards) with Nancy's suggested controls. Kevin --- From: Anthony Rossi <anthony.rossi@yourcompany.com> To: Kevin Hayes <kevin.hayes@yourcompany.com>, Neil Sharma <neil.sharma@yourcompany.com>, Nancy Johnson <nancy.johnson@yourcompany.com>, Maya Johnson <maya.johnson@yourcompany.com> Date: Mon, Aug 11, 2025 at 9:30 AM Team, Thanks for the thorough analysis. This is exactly the kind of cross-functional problem-solving I like to see. **From the CFO perspective:** The current process is actually worse for financial controls than Nancy's proposed tiered system. We have: - Poor visibility into real-time spending - Delayed expense recognition affecting monthly closes - Administrative overhead that costs more than the controls provide **My decision:** Let's implement Nancy's Option 1 (tiered card system) with the following controls: **Spending Limits:** - IC level: $1k/month - Manager level: $2.5k/month - Director level: $5k/month - VP+ level: $10k/month **Required safeguards:** - Real-time dashboard (Kevin's dev work) - Monthly departmental reporting - Quarterly audit of 10% of transactions - Clear escalation process for amounts above limits **Timeline:** - Nancy: Get corporate card provider quotes by Aug 21 - Kevin: Dashboard ready for testing by Sep 6 - Maya: Draft new expense policy by Aug 26 - Implementation target: January 1 **Questions resolved:** - Neil: Sales can have separate client entertainment cards with higher limits during peak seasons - Kevin: Conference/training treated as separate pre-approved budgets - Everyone: 48-hour reimbursement timeline for emergency expenses This gives us better controls AND better employee experience. The real-time visibility will actually improve our financial oversight. Let's move forward with implementation planning. Anthony

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