Coworkers Finance
Expenses
Expenses receives your receipt photos on WhatsApp, builds the expense report, checks it against policy and sends it to your manager.
- Team
- Finance
- Channels
- WhatsApp, Email
- Approval
- The direct manager approves every report.
- Sending you the invoice for the lunch with the client in Trujillo, S/ 186.00. There were two of us.
- Received, Luis. I’m the expenses assistant. The invoice is issued to your company and it is S/ 93.00 per person, within your policy cap. I added it to your Trujillo trip report. Do you have more receipts?
- The airport taxi is missing, I have no receipt.
- Without a receipt, your policy asks for a transport log. I’ll prepare it for you to sign and add it to the report. When it is complete, I’ll send it to your manager, Jorge.
01 · What it does
The work it takes off your desk.
- Receives on WhatsApp the photo of each receipt, invoice or ticket, and reads date, RUC, amount and concept.
- Checks each document against policy: that the invoice is issued to the company, that it is not a repeat and that it is within the cap.
- Groups the expenses by trip or period and builds the report with its support.
- Flags what is missing or breaks the policy, and asks the person to fix it.
- Sends the report to your direct manager and follows it until it is approved.
02 · How it works
Step by step.
- 01
Receives
Every receipt photo comes in on WhatsApp and is read: date, RUC, amount and concept.
- 02
Validates
Checks each expense against policy and flags what is missing or over the cap.
- 03
Sends
Builds the report and sends it to the direct manager, who approves it.
03 · Approvals
What goes out alone and what goes through a person.
It starts supervised: every report goes through the direct manager before it closes. With evidence, it moves to by exception: expenses within policy reach the manager already checked and only exceptions ask for a detailed review, but the direct manager still approves every report. A person pays the reimbursement at the bank.
The four modes04 · Connects to
The tools you already use.
- Google Drive
- Spreadsheets
- SAP Business One
- Other ERPs (file)
05 · Hours given back
What it is worth, in hours and dollars.
Example: with 120 expense reports a month and 20 minutes per report to sort receipts, reconcile them and check the policy, it gives back 40 hours a month (120 × 20 = 2,400 minutes). At your team’s loaded cost, your dashboard shows it in US$.
06 · Questions
About this coworker.
What about an unreadable or doubtful receipt?
If it can’t be read, it asks for another photo. If something doesn’t add up (RUC, amount, duplicate), it flags it for the manager instead of deciding.
Can it reimburse the money?
No. It builds the report, and a person pays the reimbursement at the bank.
Can it change our expense policy?
No. It applies the policy you load (caps, categories, per diems) and flags when something falls outside it.
07 · Finance
Works well with
Let's start with one task.
Tell us what your back office keeps chasing today. If it fits, we try it first in your company, on your number and under your rules.