11-50 employees
A 25-person consulting firm was spending 15 hours weekly processing employee expense reports. Manual receipt review, policy compliance checking, and reimbursement processing created delays and errors. Employees waited 2-3 weeks for reimbursement.
Deployed AI-powered expense management system that automatically extracts data from receipt photos, categorizes expenses, checks policy compliance, flags anomalies, and routes for approval. Employees submit expenses via mobile app, and reimbursements are processed within 48 hours.
Selected and implemented cloud-based AI expense platform. Configured company expense policies and approval workflows. Integrated with accounting software (QuickBooks) and payroll system. Trained employees on mobile app usage. Migrated from spreadsheet-based process to automated system over 2 weeks.
The AI was remarkably accurate at reading receipts, even handwritten ones and receipts in poor condition. Employees loved the mobile app - they could submit expenses immediately instead of saving receipts. The system caught policy violations (unapproved expenses, excessive spending) that were previously missed, saving approximately $8,000 in the first year.
We initially planned to keep the old spreadsheet process as a backup, which would have undermined adoption. Instead, we went all-in on the new system, which forced everyone to learn it quickly. We also learned to set up approval workflows carefully - our first attempt created bottlenecks with too many approval layers.