Overview

Approval Guidance uses AI to analyze submitted expenses against your company policy and receipt data. This helps you approve low-risk expenses fastar and focus on items that require review.

How It Works

When an expense is submitted, the system analyses the receipt image and amount, and compares it to similar expenses submitted by the user, their organisation, and all users. Each expense is then automatically categorised in your approval list with one of two statuses:

Expenses are automatically organized in your approval queue with one of two status indicators:

• ✨ Ready to approve: The expense matches the receipt data, complies with policy, and is low-risk based on previously submitted similar expenses.
• ✨ Needs review: The expense has a potential policy issue, deviation, or mismatch that requires manual verification.
  
  Note: The system uses an internal confidence score to assign these statuses. This score is not displayed. 
  Role: To test this feature in our demo enviroment or production enviroment, you must have an approver role. 
  Devices: Avaliable both in the mobile apps and the web interface. 
   

Review and Approve Expenses

1. Go to the Approval overview in the mobile app or web interface
2. Review the list of any new pending expenses:
   Expenses marked with ✨ Ready for approval can be processed right away. 
   Expenses marked with ✨ Needs review will show a review reason, such as Invalid receipt or similar expenses have previously been rejected, to highlight what requires your attention.
   
   
    

• Open an expense to review its details before you approve or reject it. The system provides a reason why an expense needs review or is ready for approval in the expense view. 
  
  
   
• To approve multiple expenses at once: 
  Select the checkboxes next to individual expenses, or
  Select the main checkbox to selext all expenses, then click Approve.
  
  
  
  

Approval Guidance settings (Administrators)

When Approval Guidance is launched to all users, AI features will be enabled by default for all organisations. When the launch notice is published, Administrators can disable this feature at any time. 

To disable Approval Guidance:

• Go to Organisation admin settings. 
• Navigate to Settings, Expense management and Report wokflow/Advanced settings.
• Click the checkbox to Disable all AI features, which will disable any AI features in the expense management platform for the organisation from now on. 
• Save changes