System for Checking Expense Claims Against Policy Exceptions

The problem

In day-to-day operations, expense forms, receipts and company policy arrive through different systems and files, preventing the team from reviewing the same case in one view.

As a result, the link to source evidence can be lost while a draft of policy alignment and missing documents is prepared, leading to repeated checks and uncertainty about the basis for the decision.

Incomplete automation may overlook a category outside policy, while incorrect automation risks an inappropriate reimbursement.

What we set out to improve

• Time taken for the policy-alignment and missing-document draft to be ready for review
• Correct routing of records involving a category outside policy to the appropriate specialist queue
• Record of suggestions corrected or rejected by the manager and finance specialist

How the system works

1. 01 Retrieve the expense form, receipt and company policy from authorised sources
2. 02 Verify the source system, record identifier and recency information
3. 03 Map the fields to the target process schema
4. 04 Prepare the policy-alignment and missing-document draft
5. 05 Compare the draft with business rules and source records
6. 06 Check for an exception: a category outside policy
7. 07 Have the manager and finance specialist approve, revise or reject the suggestion
8. 08 Write the input, suggestion, changes and final decision to the audit log

Methods we used

• Source-traceable data extraction for the expense form, receipt and company policy
• Structured output that limits the policy-alignment and missing-document fields through business rules
• An exception gate that separates cases involving a category outside policy
• A queue that shows the manager and finance specialist the source evidence and suggestion together
• Duplicate-processing controls and a reversal record to reduce the risk of an inappropriate reimbursement

Where people stay involved

Data and security

Only fields required for the task are processed from the expense form, receipt and company policy. Source-system permissions are preserved, and personal or commercially sensitive data is minimised before being passed to the model. Every read, suggestion, human change and write to the target system is logged.

Who this suits

Frequently asked questions