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Expense claims are small amounts and lots of handling. Exactly the work a controller is too expensive for, yet someone still has to look at it.

The Expense Claims Processor reads the receipt, extracts the amount, date, VAT and supplier, and checks them against your expenses policy.

What falls within the rules goes through. What falls outside lands on a list with the reason attached, so the discussion is about the exceptions, not the whole pile.

What it does, step by step

  1. Receive the receiptThrough the inbox, an app, a shared folder or a photo sent on WhatsApp.
  2. Extract the detailsAmount, date, VAT rate, supplier and payment method, even from a crumpled till receipt.
  3. Check against the policyMaximum amounts, allowed categories, alcohol or no alcohol, domestic or abroad.
  4. Book or referWithin the rules to the right cost centre, outside the rules to the manager with the reason.
  5. Report backThe claimant hears what happened and what else is needed, if anything.

Onboarded into your business

Lisa does not start from a generic script. Like any new colleague, Lisa is onboarded into the way your team works first.

  • Your knowledgeWe onboard Lisa with your own documents, examples and agreements, so the work is done the way your team does it.
  • Your systemsWe set up the integrations for the software you already use. Different fields or different steps? We adapt to them.
  • Your rulesYou decide what Lisa handles on its own and what always goes to a person first.
  • Grows with youWhen your way of working, a system or a rule changes, we adjust Lisa to match.

Works with these systems

Accounting
Storage
Communication
Data
  • Databases
  • APIs

Is your system not listed? We can connect any system, even if there is no standard integration. View all integrations.

What runs automatically and what does not

You stay in control.

Not every decision should be made automatically. For each workflow, we set out:

  • What can happen automatically.
  • What is put forward for approval first.
  • When a person is brought in.
  • What information is stored.
  • How actions are logged.

Is this a fit for your organisation?

A good fit if

  • Organisations with many small expense claims and a clear policy.
  • Businesses with field staff who hand in receipts one by one.
  • Situations where VAT on expenses is currently processed by hand.

Less of a fit if

  • Organisations without a written expenses policy: you would be automating guesswork.
  • Very low volumes, where setting it up costs more than it returns.

What it can deliver

  • Receipts processed on the day they come in.
  • Less chasing for missing details.
  • An exceptions list instead of a pile.

Directions, not promises. As soon as there is evidence from a client project, it will appear here as a substantiated result.

Frequently asked questions

Can an AI employee process a photo of a till receipt?

Yes. A photo from WhatsApp or an engineer's phone is the normal case, not the exception. If the receipt is unreadable, it asks for a new photo instead of guessing.

How does it handle VAT on expense claims?

It reads the VAT rate and amount and books them according to the rules you have set. Where the VAT cannot be derived clearly, for example with mixed amounts, it refers the claim instead of choosing.

What happens to claims that fall outside the policy?

They are not silently rejected or approved. They go to the manager with the reason attached, so the conversation is about the exception, not about working out what is going on.

Do we need our expenses policy in writing first?

Yes, and that is not a formality. Without written rules you automate whatever happens to be the habit. Writing them down often shows that different departments had different rules, and that is worth knowing in itself.

Weighing up outsourcing, hiring or automating? Read outsource your bookkeeping or automate it.

How to put this to work

  1. 1A 30-minute callTogether we look at your process and your systems, and whether this task is the best place to start.
  2. 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
  3. 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.
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