The Scenario
You are an office manager. There are 40 pending expense claims sitting in BreatheHR. Policy is straightforward: anything under £100, approve it. Anything £100 or over, flag it for the finance director.
The end-of-month window closes in an hour.
The bad version:
- Open BreatheHR's expense section
- Click into the first claim
- Read the amount
- Click "Approve" if it is under £100
- Click back to the list
- Click into the second claim
- Repeat 39 more times
- Miss three claims because the list reordered after each approval and you lost your place.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI pulls the claims into your workbook and handles the approval logic in the same prompt.
Open the SheetXAI sidebar and type:
Pull all pending BreatheHR expense claims into the Expenses tab of this workbook. Include employee name, amount, description, and submitted date. Then approve every claim where the amount is under £100, and write "Approved" into column E for those rows. For claims of £100 or more, write "Flag — review required" into column E.
SheetXAI calls BreatheHR, pulls all 40 pending claims, writes them into the Expenses tab, approves the ones under the threshold, and records the outcome for every row.
What You Get
A complete expense review in the Expenses tab:
- Employee name — who submitted the claim
- Amount — as submitted in BreatheHR
- Description — what it was for
- Submitted date — visibility into anything sitting too long
- Column E — "Approved" or "Flag — review required" for every claim
All claims under £100 are approved in BreatheHR. The flagged ones are visible in column E for the finance director. Nothing missed, nothing reordered.
What If the Data Is Not Quite Ready
Expense approval runs have more edge cases than a single threshold. SheetXAI handles them inline.
When some claims are missing descriptions
Policy requires a description for any claim over £50. Some employees submitted without one.
Pull all pending BreatheHR expense claims into the Expenses tab. For claims over £50 with a blank description, write "Flag — description missing" into column E. For claims under £50, approve regardless of description. For claims over £50 with a description, approve if under £100, flag if £100 or more.
When you want to see each employee's total before approving anything
You want to spot anyone who has submitted an unusual volume before acting.
Pull all pending BreatheHR expense claims into the Expenses tab grouped by employee. Add a subtotal row showing total pending amount per employee after their individual claims. Then approve all individual claims under £100 and flag the rest, writing the outcome into column E.
When the threshold varies by expense category
Travel up to £200 is auto-approved. Subsistence up to £50 is auto-approved. Everything else, the standard £100 threshold.
Pull all pending BreatheHR expense claims into the Expenses tab. Apply these thresholds by description category: travel up to £200, subsistence up to £50, all others up to £100. Approve within those thresholds, flag the rest, write the outcome into column E.
When the finance director needs a clean audit trail
The finance director wants to see what was approved, what rule applied, and when.
Pull all pending BreatheHR expense claims into the Expenses tab. Approve claims under £100 and flag the rest. For each row, write into column E: the outcome, the threshold that applied, and today's date. This is the audit record for the monthly close.
The pattern: instead of clicking through BreatheHR one claim at a time, you describe the approval logic and SheetXAI applies it across every pending claim.
Try It
Get the 7-day free trial of SheetXAI and open any expense tracking workbook, then ask it to pull and action your pending BreatheHR claims. The BreatheHR integration is included in every SheetXAI plan. For related workflows, see how to pull absence records for payroll in Excel or the BreatheHR in Excel overview.