Overview

A claim is made up of expenses. Claims are created in the web app or mobile app and then submitted for approval. Expenses can be mileage related or expenses for hotels, travel, etc. Each expense can have a receipt attached. The Rule Book can be checked to make sure your claim doesn't violate any pre-set instructions or directives.

• Create a claim and add one or more expenses
• Attach receipts where required
• Check each claim with AI before submitting
• Submit for approval and track progress

Inbox

You can email receipts (or send them using the mobile app) into your own personal inbox. Here, the receipts are read and categorised. You can then attach the receipts to an existing draft claim or create a new draft claim. The inbox will receive PDF and image files like PNG, JPG, or JPEG. If there is already a text layer (PDF), it will be extracted and analysed. If it's a static image such as a photograph, an OCR process will attempt to read text. Email receipts to receipts@aiexpenses.net. Your "from" email address is used to identify whose inbox the receipt is attributed to.

• Your own personal Inbox for all receipts
• Email receipts to receipts@aiexpenses.net
• Move each receipt into a draft claim
• Auto match receipts with expenses in a claim

Mileage

You can record your journeys that require expense reimbursement. You can set your vehicle(s) under your 'My Profile'. Set your make and model, rate per mile and CO2. You are then ready to create mileage claims. You can enter a To address and From address and, using Google Maps, the distance is calculated. This distance is read-only, but you can then set the actual miles in the adjacent field.

• Set your vehicle in "My Profile" with correct rates
• Set your To and From address to calculate mileage
• Select if it's a round trip "and back again"
• Add the purpose of the journey
• Save frequent journeys like "visit head office"

AI Checker

Core to AI Expenses is the concept of a Rule Book that is tailored for each customer. The Rule Book is designed to make sure your claim will be approved and you will be reimbursed, and that any expenses you submit are permitted. The AI Checker looks at your claim (and cluster of expenses) and points out any issues or violations. The narrative of the AI Checker response is stored with the claim and will be visible to the approver.

• Flags missing receipts / required fields
• Highlights policy issues based on your Rule Book
• Suggests corrections before submission
• Helps you get reimbursed faster

Categories

Your business will require expense items to be assigned to categories. This helps for analysis of spend. In accounting these are often called General Ledger or Nominal Codes. We call them categories and we allow the AI Expenses administrators to set which categories are made available to you. Very simply, choose the most suitable category for each expense claim. You will also notice prompts. Prompts can be saved per category to save time with narrative. As an example, there could be a Category of 'Hotels'. Under prompts you could save "Overnight stay at Premier Inn - visiting client x". Then when you set the category of 'Hotels', with one click of the prompt the description is populated for you.

• Set the best category per expense
• Use prompts to speed up expense creation

Claim Type: You will notice a 'Type' field that needs to be populated. This is one of Reimburse, Credit Card, or Mixed. This is to make sure you are paid (reimbursed) for any expenses you made out of your own funds, as opposed to a company credit card where the purpose of the claim is to marry up receipts and to validate you are spending the company’s money correctly. A mixed claim will drop the Reimburse field down onto each expense line and you will need to set this correctly for any expenses you expect to be paid.

Tax

To avoid missing out on claiming tax (VAT / GST) back on each claim, there is a tax deductible field that can be set per expense. If set, your company will need you to set the percentage tax charged and you can choose this from the valid rates available for your country. You can then also choose whether the amount claimed includes tax.

• Set whether an expense can be tax deductible
• Set the correct tax rate
• Use the rule book for guidance
• 'Ask' in the menu bar if not sure
• Help your finance team - get it right first time

Entities

Your admin will have assigned you to the master business, a separate entity or allow you to choose an entity. If you see the Entity field, please make sure you are making a claim for the correct entity / business.

Projects

If your organisation is job / project centric, and projects have been created, you can assign the entire claim to a project. This may require you to create more than one claim as projects are set above the expense lines.

Importing & Matching

You will notice the Import button above the expense lines, next to the Add Mileage button. This allows you to import a CSV file with say credit card transactions. You can save a profile as well like "Amex". Each line in the CSV will be imported as a separate expense item. You can then use the 'Match Receipts' button above the claim to match any receipts in the Inbox with the lines you have just created. You can also manually add a receipt or select a receipt in the Inbox.

• Email receipts into the Inbox
• Import your transactions from your card provider
• Match receipts
• Edit any additional expense fields to suit
• Validate your claim

Currencies

Each business or entity has a base currency. This means all claims created against the business or entity are set to that currency. If the user needs to add an expense for a specific currency, e.g. the entity is GBP but a taxi ride in Amsterdam was in Euros, they can set Euros in the expense and this will be converted to the base currency equivalent. A currency API is used to get up-to-date rates.