Mate Academy Reimbursement Request

This skill automates the expense reimbursement workflow at Mate academy. It guides Claude through filling a Google Sheets expense report from receipt PDFs, sharing it with the organization, and filling the ClickUp reimbursement form — then hands off the final steps (file upload + submit) to the user.

Required Connections

This skill needs the following to work:

• Claude in Chrome — for browser automation (Google Sheets cell editing, form filling)
• ClickUp MCP — for searching policies, workspace info
• Google Drive MCP — optional, for searching/fetching spreadsheets
• Receipt PDFs — uploaded by user or available in a workspace folder

If Claude in Chrome is not available, the skill can still generate instructions for the user to follow manually.

Overview of Steps

1. Gather info — identify receipts, read amounts, confirm employee details
2. Copy the expense report template in Google Sheets
3. Fill the spreadsheet with expense data from receipts
4. Share the spreadsheet with Mate academy as Commenter
5. Fill the ClickUp reimbursement form with all required fields
6. Hand off to user — they upload receipt files and click Submit

The last step (upload + submit) is always manual because the ClickUp form's file upload is blocked for browser automation tools, and form submission is an irreversible action that should have human confirmation.

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Step 1: Gather Information

Before starting, collect these details. Some come from the user, some from receipt PDFs.

From the user (ask if not already known):

• Full name (e.g., Yurii Holiuk)
• Peopleforce Employee ID (a number, e.g., 12)
• Team (e.g., Platform, Product, etc.)
• Travel dates (departure and return)
• Travel destination (e.g., Kyiv office)
• Purpose (usually "Work travel to [city] office")

From the receipts:

Read each PDF in the workspace folder. Extract:

• Date of the expense
• Description (what was purchased — train ticket, accommodation, etc.)
• Amount in UAH
• Vendor/provider (Airbnb, Ukrzaliznytsia, etc.)

Common receipt types:

• Train tickets — look for route (e.g., Львів → Київ), train number, date, amount
• Airbnb receipts — look for check-in/check-out dates, number of nights, total amount
• Hotel invoices — similar to Airbnb

FX Rate

The spreadsheet needs a UAH → USD conversion. Use the rate the user provides. If they don't specify one, ask — don't assume a rate. The rate goes in every row of the spreadsheet (column F).

Travel Policy Reference

Mate academy's travel policy is documented in ClickUp. Key points to know:

• Kyiv accommodation is capped at 1,600 UAH/night, max 7 nights
• Transport (train, bus) is reimbursable
• Receipts/invoices are required for all claims
• The reimbursement form is at ClickUp, not created as a regular task

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Step 2: Copy the Expense Report Template

The template spreadsheet is at:

https://docs.google.com/spreadsheets/d/1Z7Lnv6kvH2snjHsBkS5cP_mk6Jf_vCYbuT3lK0zqtqY/edit#gid=1483315145

How to copy it via Chrome:

1. Navigate to the template URL
2. Go to File → Make a copy
3. Rename the copy to: Expense Report — [Full Name] — [Trip description] [Month Year]
   • Example: Expense Report — Yurii Holiuk — Kyiv trip March 2026
   • Keep the name concise — long names can cause issues
4. Click "Make a copy"
5. Note the new spreadsheet's URL — you'll need the spreadsheet ID later

Template Structure

The template sheet (gid=1483315145) has this layout:

Cell	Content
B3	Company name (pre-filled: Mate academy)
B5	Report title
B6	Date range (MM/DD/YY-MM/DD/YY format)
B9	Employee name
D9	Employee ID
B11-B12	Purpose of expenses

Expense rows start at row 16 with these columns:

Column	Header	Content
B	Date	Expense date (M/D format)
C	Category	Accommodation, Train, etc.
D	Description	Details (e.g., "Airbnb Kyiv (6 nights, Mar 14-20)")
E	Amount (UAH)	Amount from receipt
F	FX Rate	UAH/USD rate (same for all rows)
G	Amount (USD)	Formula: =E[row]/F[row]

Row 22, column G has a SUM formula for the total.

Pitfalls when filling cells

• Click precisely on each cell before typing. If data ends up in the wrong cell, select the cell, clear it, and retype.
• For formulas (column G), type the formula starting with = and press Enter.
• Date format in B6: Use MM/DD/YY (American format), e.g., 03/13/26-03/21/26.
• If an error dialog appears ("The name given to this range is invalid"), just dismiss it by clicking OK — it doesn't affect the data.
• Enter data row by row, verifying each row is correct before moving to the next. If you see #DIV/0! errors or misplaced data, clear the affected cells and re-enter from scratch rather than trying to patch.

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Step 3: Share the Spreadsheet

After filling all data, share the spreadsheet with the Mate academy organization:

1. Click the Share button (top-right of Google Sheets)
2. Under General access, change from "Restricted" to "Mate academy"
3. Set the permission level to "Commenter" (not Viewer, not Editor)
4. Close the sharing dialog

This allows anyone in the organization to view and comment on the expense report.

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Step 4: Fill the ClickUp Reimbursement Form

Critical: Use the standalone form URL

The reimbursement form is embedded in ClickUp at https://app.clickup.com/24383048/v/e/q83j8-131915, but do not use that URL. The embedded iframe causes scrolling issues and the form fields are hard to interact with.

Instead, navigate directly to the standalone form URL:

https://forms.clickup.com/24383048/f/q83j8-131875/0I4T4HK0OUVWKY8089

Form fields to fill (in order):

1. Reimbursement request description (text)

   • Keep it short! There may be a character limit.
   • Good format: Reimbursement for business travel to [City] office, [Month DD-DD, Year]
   • Example: Reimbursement for business travel to Kyiv office, March 13-21, 2026

2. Receiver Name (text)

   • Full name, e.g., Yurii Holiuk

3. Peopleforce Employee ID (number)

   • Just the number, e.g., 12

4. Expected cost amount in currency (number)

   • Total UAH amount from the spreadsheet, rounded to 0 decimal places
   • Example: if total is 16,201.63 UAH, enter 16202
   • Be very careful with this field — if you click on it while another field is focused, text from the other field can leak into this number field

5. Team (dropdown)

   • Select the user's team (e.g., Platform)

6. Cost type (dropdown)

   • For travel: select "Bussines trip" (note: this is how it's spelled in the form)

7. Confirmation invoice/receipt (file upload)

   • SKIP THIS — file upload is blocked for automation. The user will do this manually.

8. Expense report (text)

   • Paste the full Google Sheets URL of the expense report created in Step 2
   • Be careful when clicking into this field — make sure cursor focus is actually in this text field and not in the number field above it. Click directly on the input area.

9. Cost amount RANGE (USD equivalent) (dropdown)

   • Calculate the USD total from the spreadsheet and select the right range
   • Common ranges: "less or equal to 500 USD", "501-1000 USD", etc.

Form filling pitfalls

• Click directly on input fields, not on labels. Labels and inputs can be vertically separated.
• After filling a number field, click elsewhere first before clicking into a text field. This prevents the text from being typed into the number field.
• If a field gets corrupted (wrong data in it), triple-click to select all text in the field and retype the correct value.
• Scroll carefully — on this standalone form URL, normal page scrolling works fine (unlike the iframe version).

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Step 5: Hand Off to User

After filling all form fields, stop and tell the user what's left for them to do:

1. Upload receipt files — drag all PDF receipts into the "Confirmation invoice/receipt" area on the form. List the exact filenames so the user knows which files to upload.

2. Review all fields — ask the user to scroll through and verify everything looks correct.

3. Click Submit — this is irreversible, so the user should do it themselves.

Present a clear summary like this:

The form is filled out. Here's what's left for you:

1. Upload these files to the "Confirmation invoice/receipt" field:
   • file1.pdf (description)
   • file2.pdf (description)
   • file3.pdf (description)
2. Review all fields, then click Submit.

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Do NOT Create ClickUp Tasks Directly

The reimbursement workflow uses a ClickUp Form, not a regular task. Do not use the ClickUp API to create tasks in the reimbursement list — this bypasses the form's custom fields and creates incomplete entries. If a task gets accidentally created via API, delete it.

To delete a mistakenly created task: navigate to it in Chrome, click the ... menu, and select Delete. The ClickUp API delete endpoint may fail if the OAuth token has expired during a long session — browser UI deletion is more reliable.

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Checklist Before Handing Off

Before telling the user the form is ready:

• Spreadsheet has all expense rows with correct amounts
• Spreadsheet formulas calculate USD amounts correctly
• Spreadsheet total (row 22) matches sum of all expenses
• Spreadsheet is shared with Mate academy as Commenter
• Form description is concise (within character limit)
• Receiver name matches the user
• Employee ID is correct
• Expected cost is rounded to 0 decimal places
• Team and Cost type are selected
• Expense report field has the Google Sheets URL
• Cost range (USD) matches the calculated total
• User knows which files to upload and to click Submit