---
schema_version: "1"
id: 3433607e7012d4b549e93d0db5e9c44f1b7deaafd6584cb2cc17af069f85d209
title: Create a Service Process to Manage Expenses
collection: admin
version: current
locale: en-us
portal_url: https://docs.salesforce.com/admin/current/en-us/service/264-0-0/es_create_service_process_manage_expenses.md
canonical_url: https://help.salesforce.com/s/articleView?id=service.es_create_service_process_manage_expenses.htm&release=264.0.0&type=5
source_site: help.salesforce.com
content_type: documentation
content_hash: 8dfcf8f398ae330dcee1873e4f24768a67df9bf43b9868babcfbf1887cc7bb36
description: Your employees can use this service process to submit expense reports for categories, such as wellness reimbursements, office and IT supplies, and more, all from Employee Portal. Approvals are routed automatically, which simplifies the workflow for employees and approvers and reduces manual work. You can configure and manage expense policies and limits, ensuring financial compliance and transparency. This service process is available only if you use Workday for expense management.
products:
- Service Cloud
release: "264"
---
# Create a Service Process to Manage Expenses
Your employees can use this service process to submit expense reports for categories, such as wellness reimbursements, office and IT supplies, and more, all from Employee Portal. Approvals are routed automatically, which simplifies the workflow for employees and approvers and reduces manual work. You can configure and manage expense policies and limits, ensuring financial compliance and transparency. This service process is available only if you use Workday for expense management.
### Required Editions
#### See Also
- [Unified Catalog](https://help.salesforce.com/s/articleView?id=ind.unified_catalog_intro.htm&language=en_US)
## Create a Service Process and Add Attributes
1. From the App Launcher, find and select **Unified Catalog**.
2. From the sidebar, click **Services**.
3. Click **New Service**.
4. Click **Service Process**, and then click **Next**.
5. Enter a name for the service process.
6. Save your changes.
7. Click **Next**.
8. In the Attribute Canvas section, add attributes to the service process.
| Name | Data Type | Parent Attribute |
| --- | --- | --- |
| DocumentName | Text | ExpenseItems |
| ExpenseCategory | Text | ExpenseItems |
| CostCentre | Text | |
| CurrencyId | Text | ExpenseItems |
| Description | Text | ExpenseItems |
| DocumentId | Attachment | ExpenseItems |
| ExpenseDate | Text | ExpenseItems |
| ExpenseItems | ListOfMaps | |
| ItemTypeId | Text | ExpenseItems |
| PerUnitAmount | Number | ExpenseItems |
| Quantity | Number | ExpenseItems |
| ReportDate | Text | |
| TotalAmount | Number | ExpenseItems |
9. Click **Next**.
10. Save your changes.
## Configure the Intake Form
1. In Setup, find and select **Flows**.
2. Click **New Flow**.
3. In the Screen category, click **View All**.
4. In the Templates section, click the **Create Expense Report** template.
5. In the Add Expense Categories element, add the expense categories you want to fetch expense items for, such as wellness reimbursement and IT supplies.
Set the ExpenseCategories variable to the category IDs.
6. After the Review Expense Report Details element, add an Action element.
7. In the Action element, select a dynamic invocable action by searching with the name or ID of the service process you created.
8. Enter the name and description for the action, and set the input values.
| Input Value | Variable |
| --- | --- |
| CostCenter | costCenter |
| ExpenseItems | FormattedExpenses |
| ReportDate | reportDate |
9. After the Action element, add an Assignment element.
10. Enter the name and description for the Assignment element, and set the caseId variable to the anchorEntityId returned by the Action element.
The case ID is used in the succeeding elements to update the case record.
11. Add the Sending Notifications invocable action if you want to send Slack notifications to the employee.
See [Manage Requests and Tickets with the Employee Service Slack App](https://help.salesforce.com/s/articleView?id=service.es_employee_service_slack_app.htm&language=en_US).
12. Click **Save as New Flow**, and activate the flow.
## Create an Integration Definition
Before creating an integration definition, [enable the Workday Expense Management MuleSoft integration app in the org](https://help.salesforce.com/s/articleView?id=service.es_enable_expense_management.htm&language=en_US). When you create the integration definition, use the named credential that's created for the enabled integration instance. To create the integration definition, use the Apex class sfdc\_employee\_service.EmployeeServiceIntegration. See [Create an Integration Definition](https://help.salesforce.com/s/articleView?id=ind.consumption_framework_integration_definitions.htm&language=en_US).
## Configure the Fulfillment Flow
1. In Setup, find and select **Flows**.
2. Click **New Flow**.
3. In the Autolaunched category, click **View All**.
4. In the Templates section, click the **Process Employee Service Request** template.
5. To send an email when the manager rejects a service request, edit the Send Rejection Email to the Employee action.
6. To send an email when the manager approves a service request, edit the Send Service Request Processed email action.
7. Under Configure Sender Details, add sender type and sender's email address.
8. Click **Save**, and activate the flow.
9. Click **New Flow**.
10. In the Triggered category, click **View All**.
11. In the Types section, click the **Record-Triggered Flow Approval Process** type.
12. Configure Start.
In formula, replace the Product ID placeholder with the ID of the service process created previously.
13. At the Process Service Request step, click **Update Manager Decision**.
14. Under Select an Action to Run, select the flow you created previously from the Process Employee Service Request template.
15. Set input values.
| Field | Value |
| --- | --- |
| approvalDecision | Send Service Request for Approval > Assign Case to Manager > Outputs > approvalDecision |
| integrationDefinitionApiName | |
| rejectionMessage | Send Service Request for Approval > Assign Case to Manager > Outputs > approvalComments |
| svcCatalogReqId | System (global variable) > Triggering Case > Case Source ID (SvcCatalogRequest) > Service Catalog Request ID (record field) |
16. Click **Save**, and activate the flow.
## Attach the Intake Form
1. From the App Launcher, find and select **Unified Catalog**.
2. From the sidebar, click **Services**.
3. Click the service process you created.
4. In the Intake Form screen, click **Attach an Existing Form**.
5. Select **Screen Flow**, and then click **Next**.
6. Select the intake flow you configured, and then click **Next**.
7. Save your changes, and click **Activate**.
## Add the Service Process to a Catalog
Select an existing catalog or create a new catalog.
1. From the Unified Catalog navigation menu, click **Catalogs**.
2. Click **New**.
3. Enter the required information, and select **Service Process** as the catalog type.
4. Save your changes.
5. In the Categories section, click **New Category**.
6. Enter the required information, and save your changes.
7. In the Categories section, click the category you created.
8. Click **Add**, and select **Existing Products and Services**.
9. Select the service process you created, and save your changes.
## Configure the Unified Catalog Component
1. From Setup, in the Quick Find box, enter All Sites, and then select **All Sites**.
2. Next to the name of your Employee Portal site, click **Builder**.
3. From Home, click **Service Catalog** in the builder page menu.
4. In the builder canvas, delete the **Employee Portal Service Catalog** component.
5. From the Components pane, drag the Unified Catalog component onto the content section of builder canvas.
6. In the Unified Catalog pane, enter the record ID.
The Record Id field is populated with {!recordId} by default. If you add the Unified Catalog component to catalog pages and want the Record Id value to be automatically populated at runtime based on the user-selected catalog, retain {!recordId} as the value. If you add the component to any other page, enter the unique ID of a catalog in the Record Id field. See [Locate the Unique ID of a Record in Salesforce](https://help.salesforce.com/s/articleView?id=000385008&language=en_US&type=1).
7. In the Unified Catalog pane, type custom titles in the Component Title and All Services Tab Title fields.
To configure other fields, see [Customize the Product-Browsing Experience](https://help.salesforce.com/s/articleView?id=ind.product_catalog_customize_products_list_view.htm&type=5&language=en_US).