Expense claims checked line by line, in seconds

The problem

Your finance team opens every receipt image, squints at the date, checks the category, and manually compares each line to your travel and expense policy. A busy month means hundreds of claims, each taking three to five minutes to verify. Mistakes slip through; the real cost is the time your best people spend on data entry.

What AI makes possible now

An AI pipeline reads the receipt—OCR plus a language model extracts the vendor, date, amount, and line items. It cross-references every element against your policy rules: meal caps, mileage rates, receipt requirements, duplicate detection. Clean claims are approved silently; anything that fails a rule gets a short, plain-English explanation and is returned to the submitter with a link to fix it. Finance only touches the edge cases.

How it works

1. Employee snaps a photo or forwards a digital receipt to a dedicated email or chat channel.
2. The system extracts all relevant fields, classifies the expense, and matches it to the correct policy version.
3. A rules engine checks each line: amount limits, per diems, VAT eligibility, missing receipt warnings.
4. Approved claims are posted to your accounting system; flagged claims are returned with a specific reason and a one-click correction path.

The first thirty days

In the first 30 days you get receipt ingestion from email, basic field extraction, a policy rule set for your top five expense types, and an approval dashboard that shows only exceptions. It connects to one accounting package.

How it earns

Saves 10 to 15 hours of finance team time per week, eliminates duplicate or over-limit claims, and reduces month-end close pressure. The cost is fixed; the savings grow with volume.

Why now

OCR and LLMs are accurate enough to read crumpled till slips and handwritten notes. Policy logic is deterministic, making automation reliable without hallucination risk.

First customers

Mid-sized professional services firms with 50 to 200 employees, a written expense policy, and a finance team of two or three people drowning in paper.

The hard part

Receipt quality varies wildly; some photos are unreadable. The system must gracefully hand off truly ambiguous cases to a human, or you risk approving something that shouldn't be.

Build this with us

Nexibeo maps your current expense process, configures the policy rules to match your handbook, and delivers the full pipeline as a managed service. One flat fee, no per-receipt charges. If you'd like to see it working with your own last month's claims, get in touch.