Internal assistant for expense claims

An answer in 15 seconds

Employees spend a long time looking for reimbursement and travel expense rules in scattered internal documents. The same questions come back week after week and tie up the accounting team, while slow answers hold up the processing of claims.

The automated workflow

A structured process for fast, reliable results.

Indexing procedures

Expense policies, reimbursement procedures and current internal rules are ingested.

Questions in plain language

Employees ask their question in a conversational interface built into their everyday tools.

Sourced answer

The answer comes with a reference to the applicable procedure and the steps to follow.

Continuous feedback

User feedback sharpens the relevance of answers and reveals grey areas in the procedures.

Tangible results

15 s

Average response time

50%

Questions answered without the finance team

-40%

Requests to the accounting team

Up and running in 3 to 4 weeks

From specification to deployment, with visible results from the first few weeks.

Rapid scoping (1 week)

Working prototype at the halfway point

Deployment and training included

Frequently asked questions: Internal assistant for expense claims

Yes, the assistant integrates with your existing collaboration tools (Teams, Slack, intranet) so that employees find it where they already work.

When a procedure changes, reloading the source document is enough. The assistant then relies on the latest version.

Yes, the assistant adapts its answers to the employee's grade, entity and location, to state the ceilings and rules that apply to them.

The assistant clearly flags the gap and points to the right contact (accounting, HR) rather than giving an approximate answer.

More workflows: Finance

-80% research time

Tax and accounting research assistant

Complex tax and accounting questions mean long searches through technical documentation or routine referrals to an outside firm. The cost and delay of those consultations weigh on the finance function's responsiveness, even for first-level questions.

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-65% production time

Automated financial reporting

Producing periodic financial reports (monthly dashboards, management reporting, summaries for the executive committee) keeps controllers busy aggregating and formatting rather than analysing. APQC benchmarks put the median time to produce monthly consolidated statements at 6 calendar days, and more than 10 days for the bottom quartile.

4 to 6 weeks

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Under €3 per invoice processed

Automated supplier invoice processing

Processing a supplier invoice by hand costs between €12 and €16 all in, across data entry, account coding, matching with the purchase order and chasing approvals. Industry benchmarks put automated processing below €3. As volumes grow, repetitive data entry occupies accounting teams who would be better placed handling exceptions.

3 to 5 weeks

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See all workflows: Finance