Automated Expense Report Tool Demo

How It Works

1. 1. Receives Email

   The process begins when an employee sends an email with a receipt attached. The system is configured to monitor a designated email address—receipt@emprise.howey.dev—for incoming messages. It doesn't matter if the receipt is a PNG, a JPG, or a PDF—the system reads the attached file and extracts the key information. The receipt must be an attachment, not copied and pasted text.

2. 2. Policy Analysis and Categorization

   Once the data is extracted from the receipt, the system uses a series of predefined rules and a sophisticated language model to analyze the transaction against the company's expense policy. It performs the following steps:

   • Identifies key details: It finds the vendor name, transaction date, and amount from the receipt.
   • Checks information using Google Search: Prior to assigning a charge category, it will automatically Google relevant details from the receipt to confirm information.
   • Assigns a category: It assigns the expense to a specific category, such as "Travel" or "Office Supplies."
   • Checks for compliance: The system then determines if the expense is compliant with company policy, checking for things like spending limits or prohibited items. If it is unsure of the category, it uses Google Search to determine that information.
   • Generates notes: It creates a clear, concise summary of the findings, including any policy violations.

3. 3. The Action: Recording and Reporting

   With the analysis complete, the system completes two final actions:

   • Updates the spreadsheet: The automation instantly records all transaction details in a Google Sheet. An automation like this could also easily be integrated directly with internal company accounting software.
   • Sends an email notification: An automated email is sent to the relevant parties, containing a clean summary of the transaction and its compliance status.