mazdek
Finance & Accounting • Finance & Accounting

Expense Management Bot

Intelligent expense reporting via photo. Employees photograph receipts, the bot captures all data, validates against policies, and starts the approval process.

91% less processing time
Expenses Receipt Capture Mobile App Policy Compliance

91%

Less Processing Time

< 5s

Receipt Capture

74%

Auto-Approval Rate

100%

Receipt Compliance

About This Solution

How Does the Expense Management Bot Work?

The Expense Management Bot revolutionises expense reporting for your employees. No more tedious manual entry, lost receipts, or endless approval loops.

Employees simply photograph their receipts with their smartphone. The bot automatically extracts all relevant information: date, amount, merchant, category, and payment method. Within seconds, the expense is captured.

The bot validates every expense against your company policies: Are amounts within limits? Is the category approval-required? Are there budget overruns? Compliant expenses are automatically approved, exceptions are presented for review.

Features

What This Agent Can Do

Photo Capture

Simply photograph receipt — AI extracts all data automatically. Also supports multiple receipts at once.

Policy Validation

Automatic validation against your expense policies with instant feedback on violations.

Smart Categorisation

AI learns from historical data and automatically suggests matching cost centres and projects.

Automatic Approval

Policy-compliant expenses are approved instantly, only exceptions require manual review.

Examples

How It Works in Practice

1

Business Meal Receipt

"Employee photographs restaurant receipt after customer meeting."

Bot recognises receipt, asks for attendees and purpose, validates against entertainment policy, and approves automatically.

2

International Travel Expenses

"Employee submits multiple receipts in foreign currency (USD, GBP)."

Bot automatically converts with daily rate, recognises hotel, taxi, and meals, creates complete travel expense report.

3

Budget Overrun

"Employee books hotel for CHF 280/night, limit is CHF 200."

Bot flags overrun, informs employee immediately, and escalates to manager for approval with justification field.

FAQ

Frequently Asked Questions

Which smartphone platforms are supported?
The bot is available as native iOS and Android app. Alternatively, receipts can be submitted via web interface or email. Integration with Microsoft Teams and Slack is also available.
How are expense policies configured?
Via an admin dashboard, you define rules: amount limits per category, approval levels, required additional info (e.g., attendees for entertainment), and budget assignments. Rules can vary by department, role, or project.
What happens with unreadable receipts?
With poor image quality or incomplete data, the bot automatically requests a new photo or asks for manual input. Capture rate is over 97% with good image quality.
How does integration with payroll work?
Approved expenses are automatically exported to your HR/payroll system: SAP HR, Workday, ADP, and more. Reimbursement can happen with the next payroll run or separately.

Interested in This Solution?

Let's discuss together how the Expense Management Bot can simplify your expense reporting.

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