Human-centered design systems and product experiences
Core services
01UI/UX Design02Web Development03Software Development042D/3D Experiences05App Development06AI Agents & Automation07Website DesignTechnical services
Frontend Engineering
React DevelopmentNext.js DevelopmentWeb ApplicationsEnterprise DashboardsSaaS PlatformsBackend & Infrastructure
API DevelopmentCloud InfrastructureDevOps & CI/CDBackend SystemsCustom SoftwareIndustries we serve
Technology & Software
AI Expense Claim Agent Development
Claims checked against the policy
An agent for employee expenses. It reads each receipt, checks the claim against your expense policy, notices a receipt submitted twice, and prepares a complete claim for the approving manager with every exception explained.
An agent for employee expenses. It reads each receipt, checks the claim against your expense policy, notices a receipt submitted twice, and prepares a complete claim for the approving manager with every exception explained.
Expense claims are a monthly chore on both sides. The employee photographs a pocketful of receipts and types the amounts again. The manager approves forty lines without reading them, because checking each against the policy would take an hour. Finance finds the problems afterwards: a dinner over the limit, a taxi claimed twice, a receipt in a currency nobody converted.
This page describes a workflow we propose to build as a custom project. It does not exist as software yet. It would reuse the checks, the reviewer corrections and the approval steps that run in our invoice processing demonstration on test data. Reading receipts and applying an expense policy are not built.
How One Request Moves Through
An example of one case, in 6 steps. The same steps play in the picture at the top of this page.
Receipts submitted
An employee photographs nine receipts after a business trip.
Fields read
Each receipt's merchant, date, amount and currency are read and linked to the image.
Policy applied
One dinner is above the daily meal limit. One receipt is not claimable.
Duplicate found
A taxi receipt matches a card transaction already in last week's claim.
Claim completed
The employee adds a missing attendee list and removes the duplicate.
Sent for approval
The manager sees seven lines within policy and one exception with its reason.
Six jobs it carries through
Receipt reading
Reads the receipt and keeps what it read.
- Merchant, date, amount and currency
- Tax where it is shown
- The image linked to each field
- Unreadable fields left empty
Policy check
Applies your expense policy as rules.
- Limits per category and per day
- What needs pre-approval
- What is not claimable
- The rule behind each result
Duplicate detection
Finds receipts claimed more than once.
- Same merchant, date and amount
- Across claims and employees
- Against card transactions
- Shown side by side
Completeness
Makes the claim complete before it is submitted.
- A receipt for every line
- Purpose and attendees where required
- Project or cost centre
- Missing items requested once
Exchange and totals
Calculates exactly.
- Your rate source and date rule
- Totals per category
- Card and cash lines kept apart
- Exact arithmetic
Approval preparation
Prepares the claim for the approver.
- Lines within policy summarised
- Exceptions listed with the rule
- The receipt one click away
- Sent to the right approver
Where the Time Goes Now
Typed twice
The amount is on the receipt and the employee types it again.
Approval without reading
A manager approves a page of lines in ten seconds.
Policy checked afterwards
Finance finds the over-limit dinner a month later.
The same receipt twice
A taxi appears in two claims, or on a card statement and a receipt.
Missing receipts
A claim line has no evidence and nobody asks.
Currency by guesswork
The employee converts at a rate of their own choosing.
What We Need to Scope This
- The process as it runs today, in a few lines.
- The systems it touches, for example expense system, receipts, policy, corporate cards.
- Rough monthly volume, and who approves what.
Where It Connects
The systems named here are the kind this agent works with. Which ones it connects to in your case is settled in the scope.
Expense system
- SAP Concur
- Expensify
- Pleo
- or your expense tool
Receipts
- Photos, emailed receipts and card statements
Policy
- Limits, categories and pre-approval rules
Corporate cards
- Card transactions for matching
Approvers
- Your management structure
Accounting
- Where approved claims are posted
The Policy Is Applied Before the Manager Sees It
The agent checks every line against your written policy, so the approver's attention goes to the exceptions and not to arithmetic. It does not approve a claim, reject one or change an amount.
An employee can always see why a line was flagged and can add an explanation. Reimbursement is released by your finance process.
- Every field linked to the receipt
- Your policy as written rules
- Suspected duplicates shown
- Incomplete claims returned first
- Approval by the manager
- No payment by the agent
Asked Before the First Call
How is this different from the invoice processing agent?
Invoices come from suppliers and are checked against purchase orders and goods received. Expense claims come from employees and are checked against your expense policy. The reading and review steps are similar. The rules are entirely different.
Does it reject claims?
No. It flags lines that break a rule and says which rule. The employee can explain, and the manager decides. Some companies choose to block submission of lines that are never claimable. That is a setting you control.
Can it read any receipt?
Printed receipts in common formats read well. Faded thermal paper, handwriting and unusual layouts often do not. Where a field cannot be read reliably it is left empty for the employee, and we would test on a sample of your real receipts first.
What exists today?
Not as software yet. This page describes a proposed workflow. It would reuse the checks, the reviewer corrections and the approval steps that run in our invoice processing demonstration on test data. Reading receipts and applying an expense policy are not built. A project starts by mapping your process, then proving the first steps on test data before anything touches a live system.
Take One Month of Past Claims
We will run them against your policy and show which lines would have been flagged before approval.