OperationsFinanceExpense Management

Policy-Driven Expense Approval with Smart Routing

Eliminates expense bottlenecks by automating policy checks and routing decisions, ensuring fast reimbursement for compliant expenses whilst catching policy violations early. Employees see real-time approval status.

AI operates via

Email AutomationDocument CollectionCRM Sync

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How It Works

01
Mobile Submission & Receipt Capture
Employee submits expense via mobile app, attaches receipt photo. AI extracts merchant, date, amount, and category using OCR. Employee confirms or corrects extracted data and adds business purpose.
02
Policy Validation Engine
AI compares expense against configured policies: meal limit per day (e.g., £50), hotel limit by city, air travel class rules, etc. Flags out-of-policy items and calculates disallowed amount.
03
Intelligent Approver Routing
Routes expense to correct approver: (a) < £100, policy-compliant = auto-approve; (b) £100–500, compliant = direct manager; (c) > £500 or out-of-policy = Finance Manager; (d) executive expenses = CFO.
04
Approval Workflow with Escalation
Approver receives notification with policy summary, flagged items, and receipt image. If declined or out-of-policy, AI sends employee specific reason and option to resubmit with documentation. If approved, proceeds to sync.
05
Accounting Sync & Reimbursement
Approved expense syncs to ERP (account coding by cost centre, GL code by category). Finance team schedules reimbursement, and employee receives notification with expected payment date.

See How It Works

The AI Employee executes each step autonomously - no human intervention required unless explicitly configured.

Mobile Submission & Receipt Capture

Policy Validation Engine

Intelligent Approver Routing

Approval Workflow with Escalation

Accounting Sync & Reimbursement

Step 01

Mobile Submission & Receipt Capture

Employee submits expense via mobile app, attaches receipt photo. AI extracts merchant, date, amount, and category using OCR. Employee confirms or corrects extracted data and adds business purpose.

Step 02

Policy Validation Engine

AI compares expense against configured policies: meal limit per day (e.g., £50), hotel limit by city, air travel class rules, etc. Flags out-of-policy items and calculates disallowed amount.

Step 03

Intelligent Approver Routing

Routes expense to correct approver: (a) < £100, policy-compliant = auto-approve; (b) £100–500, compliant = direct manager; (c) > £500 or out-of-policy = Finance Manager; (d) executive expenses = CFO.

Step 04

Approval Workflow with Escalation

Approver receives notification with policy summary, flagged items, and receipt image. If declined or out-of-policy, AI sends employee specific reason and option to resubmit with documentation. If approved, proceeds to sync.

Step 05

Accounting Sync & Reimbursement

Approved expense syncs to ERP (account coding by cost centre, GL code by category). Finance team schedules reimbursement, and employee receives notification with expected payment date.

Key Results

24h

Approval Cycle Time

100%

Policy Compliance Rate

75%

Manual Review Hours Saved

87%

First-Time Approval Rate

Frequently Asked Questions

How does the system handle expenses with mixed policy compliance (some items in policy, some not)?

AI itemises the expense, flags non-compliant items separately, and allows partial approval. Employee can reimburse for the compliant amount immediately and resubmit non-compliant items with justification.

Can policies vary by employee level or department?

Yes. Rules engine supports hierarchical policies: corporate standard policies, department overrides, and individual role-based limits (e.g., executives have higher hotel limits).

What if an approver is absent or the approval is delayed?

AI automatically escalates after 2 days to the next level or backup approver. Employees can also request expedited approval with additional justification, which triggers CFO review.

Does the system support multi-currency expenses?

Yes. AI pulls live exchange rates, converts to home currency for policy checking, and records both original and converted amounts for audit purposes.

Can the system handle recurring expenses (e.g., monthly subscriptions)?

Yes. Subscriptions can be set up as recurring monthly expenses with auto-approval if within parameters, or routed to approver on first submission only.