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AI agent for pharmaceutical sales representatives

Meal and Expense Compliance Agent

Check expense entries against limits and aggregate spend by prescriber, request receipts and fix breaches before submission

ComplianceQuality controlSales
See how it worksGet access
Meal and Expense Compliance Agent: what goes in, what the agent does and what you get

What it does

Expense limits and aggregate spend rules are checked after the fact, when fixing them is hard. Each week the agent reviews expense entries against company limits, such as meal caps per person. It adds up spend by healthcare professional and compares it with annual limits. It flags breaches and requests missing receipts. After the rep corrects an entry, it rechecks it. It builds a clean report for the manager, with breaches explained. The manager approves submission. Edge case: a lunch for 6 is entered as one expense, and the agent asks for attendee names to check per-person limits.

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
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Weekly expense review 2 USES A TOOL Read expense entries and receipts 3 DOES Check each entry against per-person and per-eventlimits 4 DOES Add up spend by prescriber 5 CHECKS THE RESULT Does every entry have a receipt and attendee list? If not: Ask the rep for the missing items. Back to step2. 6 CHECKS THE RESULT Are all entries and totals within limits? If not: Flag the breach and ask the rep to correct orexplain. Back to step 3. 7 DOES Recheck after corrections 8 DOES Build the clean report with breach notes 9 YOU APPROVE Manager approves submission 10 RESULT Submitted report
Read the steps as a list
  1. Weekly expense review
  2. Read expense entries and receipts
  3. Check each entry against per-person and per-event limits
  4. Add up spend by prescriber
  5. Does every entry have a receipt and attendee list?If not: Ask the rep for the missing items. Back to step 2.
  6. Are all entries and totals within limits?If not: Flag the breach and ask the rep to correct or explain. Back to step 3.
  7. Recheck after corrections
  8. Build the clean report with breach notes
  9. Manager approves submissionThe agent waits here for your OK.
  10. Submitted report

How it decides

Each entry is checked against per-event and annual limits; breaches are held until fixed or approved.

  • Use the company per-person meal cap
  • Flag spend above 80% of the annual limit by prescriber
  • Require attendee names for group meals
  • Hold any entry without a receipt

Make it yours

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

  • Per-person caps
  • Aggregate alert level (default 80%)
  • Receipt rules
  • Submission dates

What keeps you in control

It always asks you first

  • Manager approves submission
  • Manager approves any exception to limits

Hard limits

  • Never alter an expense
  • Never submit without approval

It stops when

  • Done: all entries compliant and submitted
  • Stop: a breach cannot be explained and compliance must review

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 rep entered $312 for a dinner for 5. The per-person cap was $60, so the limit was $300. The agent asked for the attendee list and it showed a sixth person, bringing the average to $52. It then checked the aggregate and found one prescriber had reached 85% of the annual limit. It flagged that for the manager.

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