Expense Policy Auditor
Applies the expense policy nobody has read since it was written
$894 (23.9%) of claimed spend breaks policy.
20 claims totalling $3,743; 8 of them are flagged.
4 claims are over their category limit: $286 above it.
3 claims above $25 have no receipt: $479 unsupported.
1 claims repeat an earlier one by the same person, date, category and amount: $129.
Whether a claim was a business expense is not in the data.
Flagged amount by reason
- Over limit32%
- No receipt54%
- Repeated14%
Spend by category
- travel$2,050
- lodging$673
- meals$578
- software$357
- other$85
Claims to query
| Date | Employee | Category | Reason | Amount |
|---|---|---|---|---|
| 2026-05-12 | P. Lindqvist | travel | No receipt | $340 |
| 2026-05-07 | T. Brooks | travel | Over limit | $180 |
| 2026-05-08 | M. Okafor | software | Repeated | $129 |
| 2026-05-19 | M. Okafor | other | No receipt | $85 |
| 2026-05-06 | T. Brooks | meals | No receipt | $54 |
| 2026-05-07 | T. Brooks | lodging | Over limit | $45 |
| 2026-05-06 | T. Brooks | meals | Over limit | $44 |
| 2026-05-14 | R. Silva | meals | Over limit | $17 |
By employee
| Employee | Claims | Flagged | Flagged amount |
|---|---|---|---|
| P. Lindqvist | 4 | 1 | $340 |
| T. Brooks | 5 | 4 | $323 |
| M. Okafor | 4 | 2 | $214 |
| R. Silva | 3 | 1 | $17 |
| S. Haddad | 4 | 0 | $0 |
What to do this week
- Ask P. Lindqvist for receipts or an explanation on 1 claims ($340).
- Recover or reverse the repeated claim(s): $129.
- Set a limit for other: those categories had no policy limit, so nothing could be checked.
Do
- Query the flagged claims before payment and keep the reason with each one.
Don't
- Don't treat a flag as misconduct: it is a missing receipt, a limit or a repeat to explain.
How to improve
- Add approver and trip purpose so the next report can check claims against the approved trip.
- Add merchant names so the next report can find repeats that differ in date or amount.
Demo
Overview
Expense approval is a rubber stamp. A manager with forty claims and no memory of the per-diem limit approves all forty, and the policy document exists to be pointed at afterwards rather than applied.
This agent applies it. It reads your policy from your knowledge base — the limits, the receipt thresholds, the categories that need pre-approval, the things never reimbursable — and checks each claim line against the rules that govern it, citing the clause and the amount over.
It also sees what a single claim cannot: the expense split into two to sit under a threshold, the same receipt submitted twice, the category that has quietly doubled since the policy was written. It approves nothing and rejects nobody — it produces an exception report for the approver, and never characterises a person's intent.
Benefits
The policy actually takes effect
A rule applied to every claim is worth more than a rule everyone can quote.
Approval in minutes
Clean claims pass silently; the approver reads only what needs them.
Fair and consistent
The same rule for everyone, not whoever the approver happens to know.
What it does
Applies your written policy
The limits and conditions as your document states them, not a generic expense ruleset.
Cites the rule and the amount over
An approver sees the clause and the difference, and decides in seconds.
Sees across claims
Splits under a threshold, duplicate receipts, and the same journey claimed twice — invisible one claim at a time.
Separates missing from breaching
A claim without a receipt is incomplete, not a breach. Treating them alike is how these reports get ignored.
Reports drift
Categories rising against the policy that governs them — usually a policy problem, not a people one.
Approves and rejects nothing
It produces exceptions. Every decision about a person's money stays with a person.
What this changes
What this changes about your week
- It takes over
- Checking every expense claim against the policy nobody has read since it was written.
- Done today by
- Managers approving in batches, and finance afterwards.
- How often
- Every expense run.
- Typical manual effort
- Applying the policy properly to forty claims is an afternoon.
Why Finance & Accounting in particular. Approval is a rubber stamp everywhere. A rule applied to every claim is worth more than a rule everyone can quote.
Runs unattended
Started by you or by an event, and it finishes on its own. Nothing waits for someone to be at a desk.
The same standard every time
The two-hundredth item is held to the bar the first one was. Consistency is the part people cannot sustain.
It cannot act on its own
Expense Policy Auditor has no path to sending, spending or committing. That limit is why its output is safe to act on.
How it runs
This agent runs server-side through the PROMIVO runtime. Each run is logged step by step and every tool call is permission-checked before it executes.
- 1InputValidated against the agent input schema
- 2Modelclaude-sonnet-5 with automatic fallback
- 3Toolssearch_knowledge, extract_structured_data
- 4PermissionsRuns READ actions automatically; anything higher waits for approval
- 5OutputStructured result matching the output schema
- 6LoggingTokens, duration and every step recorded
Requirements
Integrations
No integrations required.
Before you start
- The expense claims, as structured data or text
- A knowledge base holding your expense policy
- Requires the Starter plan or higher
Use cases
Monthly expense run
Every claim checked before the approver opens the batch.
Pre-audit review
Find the exceptions before an auditor does.
Policy review
See which rules are breached constantly — often the rule is wrong.
Pricing
Starter
Billed monthly through your PROMIVO subscription. Cancel at any time.
Runs consume your plan allowance for agent executions and tokens. See plan limits
FAQ
Does it reject claims?
No, and it cannot. It reports exceptions against the policy with the clause attached. Decisions about someone's reimbursement are made by a person.
What if we have no written policy?
Then it has nothing to check against and says so, rather than applying rules you never agreed to. Load the policy you do have — even a page — and it will apply exactly that.
Does it accuse people of fraud?
Never. It reports patterns — a duplicate, a split, a threshold — as observations for a person to interpret. Intent is not something it is competent to judge, and saying so in a report would be defamatory.
Reviews
Reviews open once customers have run this agent.
Need this agent to work differently?
Tell us what to change and our team will scope a customised version for your business.
Customize this agent