Processes expense reports automatically, validates against policy, detects anomalies and fraud, routes for approval, and reimburses employees faster—turning expense chaos into controlled spend. All on your infrastructure.
"Our expense process is broken. Employees submit late—or not at all. We have $200K in unreported expenses at any given time. Managers approve everything without looking. Last quarter, we paid for someone's family vacation to Disney World—it slipped through as 'team offsite.' We found it during audit. By then, we'd also missed $45K in duplicate submissions and $12K in personal charges. Our reimbursement time is 18 days average. People are angry. One senior engineer quit citing expense frustration as a factor. We spend 3 FTEs worth of time chasing receipts, checking policies, and reconciling reports. There has to be a better way."
— Controller, Technology Company ($400M revenue)
Deploy an AI that captures receipts, validates against policy, detects anomalies, routes exceptions, and processes reimbursements—turning weeks into days and chaos into control.
Receipt photos become structured data. OCR extracts merchant, amount, date, category. Matches to card transactions automatically. No more manual data entry.
Every expense checked against policy in real-time. Per-diem limits. Category restrictions. Receipt requirements. Duplicates detected. Violations flagged immediately—before submission.
Compliant expenses auto-approved. Exceptions routed to the right person with context. Reimbursement in 2 days, not 2 weeks. Happy employees. Controlled spend.
Flights, hotels, car rentals, and ground transportation with policy limits.
Business meals, client entertainment, and team events with attendee tracking.
Office supplies, equipment, and work-from-home purchases.
Software subscriptions, apps, and technology purchases requiring approval.
Conferences, courses, certifications, and professional development.
Personal vehicle use, parking, and commute-related expenses.
Expense reimbursement averaged 18 days. Employees frustrated. Some refusing to travel. Automated validation and approval reduced cycle to 2 days average.
"Expense processing transformation. Prior state: Average reimbursement time: 18 days. Employee complaints: 47/month average. Bottlenecks: Manager approval queue (8 days avg), Finance review (6 days avg), Payment batch (weekly). New state: Average reimbursement time: 1.8 days. Employee complaints: 3/month. How: Receipt submission: Photo → structured data in 30 seconds. Policy validation: Real-time, violations flagged before submission. Auto-approval: 94% of compliant expenses approved immediately. Exception routing: Only 6% need human review, routed with full context. Payment: Daily ACH instead of weekly batch. Results: Processing time: 18 days → 1.8 days (90% reduction). Employee satisfaction: NPS improved from -12 to +47. Finance time: 3 FTEs → 0.5 FTE on expense processing. Travel booking: Up 23% as employees willing to travel again."
Policy compliance was optional. Limits exceeded routinely. Personal expenses slipped through. Automated enforcement saved $180K in the first year.
"Policy compliance results: Year 1. Prior state: Policy violations undetected: Estimated $200K+ annually. Rubber-stamp approval rate: 98% (managers not reviewing). Duplicate payments: Average 3.2/month ($4,800/month). Personal expenses: Estimated $50K annually slipping through. Agent enforcement: Policy validation: 100% of expenses checked against 47 policy rules. Pre-submission feedback: Employees see violations before submitting (87% self-correct). Over-limit flagging: Automatic escalation to appropriate approver with context. Duplicate detection: Same expense, same vendor, same date blocked automatically. Personal expense detection: ML model flags likely personal charges (gym, streaming, etc.). Savings realized: Over-limit spend reduced: $89,000. Duplicates blocked: $57,600 (12 months). Personal expenses caught: $34,200. Total savings: $180,800 (Year 1). Behavioral change: Policy violations down 78%—employees now know limits before submitting."
Employee submitting fake receipts for 14 months. Receipts looked legitimate. Manager approved. Agent detected anomaly patterns. Scheme uncovered. Prosecution initiated.
"Fraud detection case. Employee: Regional Sales Manager (14-year tenure). Scheme duration: 14 months before detection. Amount: $67,400 in fraudulent reimbursements. Method: Created fake receipts using receipt generator website. Submitted as 'client meals' and 'office supplies.' Manager approved without scrutiny due to trust and volume. Detection triggers: Pattern anomaly: Meal expenses 340% higher than peer average. Receipt analysis: 23 receipts from same 'restaurant' with sequential receipt numbers. Vendor verification: Restaurant address doesn't exist. Timing analysis: Expenses submitted on dates employee was on PTO. Amount clustering: 78% of expenses at $74 (just under $75 review threshold). Investigation: Alert generated to Internal Audit with full documentation. Historical analysis: Flagged all 89 suspicious transactions across 14 months. Evidence package: Screenshots, pattern analysis, timeline, policy violations. Outcome: Employee terminated. Criminal referral made. Insurance claim filed. Recovery: $34,000 recovered (remaining in legal process). Preventive value: Similar patterns now blocked automatically."
External audit requested T&E documentation. Previously took 2 weeks to assemble. Now: complete audit package generated in 2 hours with full trail.
"Audit documentation: Q3 T&E Review. Audit request: Complete expense documentation for Q3 including approvals, receipts, and policy exceptions. Prior process: Time to compile: 2 weeks (across 3 team members). Issues: Missing receipts, incomplete approval chains, no exception documentation. Findings: 4 audit findings related to documentation gaps. Agent response: Package generated: 2 hours 14 minutes. Contents: All 1,247 expense reports with complete audit trail. Every receipt image linked to expense line. Approval chain documentation (auto-approved noted with policy validation). Policy exception log with approver justification. Spend analysis by category, department, employee. Anomaly flags and resolution documentation. Format: Searchable PDF + Excel data extract + receipt image archive. Auditor feedback: 'Most complete T&E documentation we've encountered. No follow-up items needed.' Audit findings: Zero (vs. 4 prior year). Time saved: 80+ hours of manual compilation. Bonus: Discovered $12K in recoverable duplicate payments during audit prep."
Photo to data in seconds. OCR extracts all fields. Matches to card transactions.
Every expense checked against your rules. Limits, categories, receipts, timing.
Same expense, different report? Caught. Same receipt resubmitted? Blocked.
Unusual patterns flagged. Peer comparison. Behavioral analysis. Fraud signals.
Compliant expenses auto-approved. Exceptions to right approver with context.
Corporate card transactions auto-matched. Statement reconciliation automated.
By category, department, employee, vendor. Trends and anomalies surfaced.
Submit from phone. Snap receipt. Done. Real-time status. Push notifications.
Every action logged. Approvals documented. Receipts archived. Audit-ready always.
Reports to: Controller / AP Manager
Availability: 24/7
Scope: All employee expenses
Complete specification including policy rules, validation logic, and approval workflows.
Download .docxConfigure your expense policies, approval thresholds, and category limits for your organization.
Pay once. Own the asset. Full source code. Deploy, modify, extend.
All receipts, reports, and employee data never leave your infrastructure.
New fraud patterns, policy templates, and compliance updates.
Configure your expense policies, limits, and approval workflows.
Deploy the Expense Management Agent on your infrastructure. Every expense validated. Every policy enforced. Every employee paid fast.
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