Automated Expense Reports

Invoice Processing
Introduction & Current Process
Introduction
• Challenge: Manual expense reports invoice processing is time-consuming and error-prone, leading to delays in
reimbursement.
• Objective: Implement an automated solution for streamlined submission, approval, and reimbursement of expenses.
Current Process
• Employees submit paper/email-based expense reports with receipts and invoices.
• Managers manually review and approve reports.
• Finance processes approved reports for reimbursement.
Issues
• - High administrative workload.
• - Potential for lost/misfiled receipts.
• - Delays in approval/reimbursement.
• - Risk of data entry errors.
Proposed Automated Process
Tools Used:
•• Office 365 (SharePoint): Centralized storage and management of
documents.
•• AI Builder & Form Recognizer: AI capabilities for data extraction
and classification.
•• Power Automate: Workflow automation and user-friendly
interfaces.
Automated Workflow Overview:
1. Expense Submission: Employees submit expenses in Sharepoint.
2. AI Processing: AI extracts and classifies expense data.
3. Approval & Reimbursement: Automated workflows for
approvals and finance processing.
Invoice Processing in Power Automate

Form
AI Builder
Recognizer
 Employees upload expense reports and invoices or receipts
to SharePoint.

AI Processing using AI Builder: Classifies expenses into

categories (e.g., travel, meals).

Step-by-Step
Business Automation using Power Automate:
Routes expense reports to managers for approval.

Workflow Automated policy compliance checks and sends

notifications to managers.

Managers: Review/approve expenses via dashboard.

Finance Team: Processes approved expenses for

reimbursement and updates accounting systems.
 User Experience
Employees:
• - Simplified submission process with Power Automate.
• - Real-time status updates on expense reports.
Managers:
• - Efficient review/approval via automated workflows.
Finance Team:
• - Reduced manual data entry and faster processing.

Benefits
•• Efficiency: Reduces administrative workload, speeds up

User processing.
•• Accuracy: Minimizes errors through automated data
Experience & extraction.
•• Timeliness: Ensures timely approvals and reimbursements.
Benefits •• Visibility: Real-time tracking and reporting of expense data.
Thank You