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AI agent for accountants

Employee Reimbursement Policy Audit Agent

Catch policy breaks and duplicates on every expense report and resolve them with the employee.

Employee Reimbursement Policy Audit Agent: what goes in, what the agent does and what you get

What it does

Expense reports pass through with small policy breaks nobody has time to catch, and the pattern only shows in an annual audit. This agent reads each report and receipt, checks every line against the policy for limits, categories and dates, and looks for duplicates across reports and cards. It also compares spending against peers in the same role to find out-of-pattern claims. For each problem it drafts a short query to the employee. When replies arrive it rechecks the line and either clears it or keeps it open. Edge case: a missing receipt under the policy minimum is allowed. The finance lead approves rejections and escalations.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueApprovedNo 1 STARTS WHEN Expense report submitted 2 USES A TOOL Read the report lines and attached receipts 3 DOES Check each line against policy limits, categoriesand dates 4 USES A TOOL Search for duplicates across reports and card data 5 DOES Compare totals with peers in the same role 6 DOES Draft a query to the employee for each flagged line 7 YOU APPROVE Finance lead approves queries sent about sensitiveitems 8 CHECKS THE RESULT Did the employee reply with a receipt or validreason? If not: send one reminder, then mark the lineunsupported. Back to step 6. 9 DOES Recheck the line with the new evidence 10 YOU APPROVE Finance lead approves rejections and escalations 11 RESULT Cleared report and a monthly pattern summary
Read the steps as a list
  1. Expense report submitted
  2. Read the report lines and attached receipts
  3. Check each line against policy limits, categories and dates
  4. Search for duplicates across reports and card data
  5. Compare totals with peers in the same role
  6. Draft a query to the employee for each flagged line
  7. Finance lead approves queries sent about sensitive itemsThe agent waits here for your OK.
  8. Did the employee reply with a receipt or valid reason?If not: send one reminder, then mark the line unsupported. Back to step 6.
  9. Recheck the line with the new evidence
  10. Finance lead approves rejections and escalationsThe agent waits here for your OK.
  11. Cleared report and a monthly pattern summary

How it decides

It flags a line when it breaks a written rule, repeats another claim, or is far from peer spending, and clears it once a valid reply is received.

  • Flag any line over the category limit in the policy
  • Treat the same amount, date and merchant as a duplicate
  • Allow missing receipts under the policy minimum
  • Flag employees whose spend is over 2 times the peer median

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Category limits from the policy
  • Receipt minimum (default $25)
  • Peer group definition
  • Reminder days (default 3)
  • Who receives escalations

What keeps you in control

It always asks you first

  • Finance lead approves rejections of claims
  • Finance lead approves escalation to HR or a manager

Hard limits

  • Never rejects a claim on its own
  • Does not accuse employees, queries stay neutral

It stops when

  • Done: every flagged line cleared or decided
  • Stop: report involves a possible fraud pattern, escalate to the finance lead

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA report of $1,860 had a $214 dinner and two identical $62 taxi fares on March 9. The policy limit for dinner was $90 per person and the party was 2. The agent queried both items. The employee showed the taxis were a round trip with two receipts. The first reply left the dinner unexplained, so the agent kept it open and the lead approved a partial reimbursement.

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