The Scenario
You are an office manager. There are 40 pending expense claims sitting in BreatheHR. The policy is simple: anything under £100, approve it. Anything over £100, flag it for the finance director.
You have about an hour before the end-of-month window closes and the finance team asks you why half the claims are still pending.
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 you accidentally skipped because the list reordered after each approval.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI pulls the expense claims into your sheet and handles the approval logic in the same prompt.
Open the SheetXAI sidebar and type:
Pull all pending BreatheHR expense claims into this sheet. 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 sheet, approves the ones under the threshold, and records the outcome for every row.
What You Get
A complete expense review table in your sheet:
- Employee name — who submitted the claim
- Amount — as submitted in BreatheHR
- Description — what it was for
- Submitted date — so you can see if anything has been sitting for a long time
- Column E — "Approved" or "Flag — review required" for every row
All claims under £100 are approved in BreatheHR. The flagged ones are visible in column E for the finance director to action separately.
Nothing gets missed. Nothing reorders mid-review.
What If the Data Is Not Quite Ready
Expense approval runs are rarely as clean as one threshold. SheetXAI handles the extra logic inline.
When some claims are missing descriptions
Policy requires a description for any claim over £50. Some employees submitted claims with a blank description field.
Pull all pending BreatheHR expense claims. For claims over £50 with a blank description, write "Flag — description missing" into column E. For claims under £50, approve them regardless of description. For claims over £50 with a description, approve if under £100 and flag if £100 or more.
When you want to group by employee before approving
You want to see each employee's total pending claims before approving anything, to spot anyone who has submitted an unusual volume.
Pull all pending BreatheHR expense claims grouped by employee name. Show total amount per employee in a summary at the top. Then approve all individual claims under £100 and flag the rest.
When the approval threshold is different by expense category
Travel claims up to £200 are auto-approved. Subsistence claims up to £50 are auto-approved. Everything else, £100.
Pull all pending BreatheHR expense claims. Apply these approval thresholds based on the description category: travel up to £200, subsistence up to £50, all other categories up to £100. Approve claims within those thresholds, flag the rest, and write the outcome into column E.
When you need a clean audit trail for the finance director
The finance director wants to see what was approved, when, and by what rule, not just the current status.
Pull all pending BreatheHR expense claims. Approve every claim under £100 and flag the rest. For each row, write into column E: the outcome ("Approved" or "Flagged"), the threshold that applied, and today's date. This is the audit record.
The pattern: instead of clicking through BreatheHR one claim at a time, you describe the approval logic once and SheetXAI applies it across every pending claim.
Try It
Get the 7-day free trial of SheetXAI and open any expense tracking sheet, 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 reconciliation or the BreatheHR in Google Sheets overview.