Every expense report checked against receipts and policy before it is paid
A done-for-you expense audit automation is an AI agent that reviews every expense report, not a sample. It reads each receipt, compares it with the card transaction and the claimed amount, applies your travel and expense policy, and looks for duplicates, split charges, weekend spend and blocked merchants. Clean reports move to approval with a one-line summary. Questionable lines go to a finance reviewer with the reason. BufferSol builds it into your expense tool and ERP.
- Live in 3 to 6 weeks
- Works with SAP Concur, Expensify and more
- People approve what matters
Is this you?
Finance teams at companies where dozens or thousands of employees travel or spend on company cards through SAP Concur, Expensify, Ramp, Brex, Navan or Emburse, and auditing today means a spot check.
- Finance audits a sample of reports because there is no time to look at them all.
- Managers approve reports on their phone without opening a single receipt.
- The same dinner appears on two people's reports and nobody notices until much later.
- Employees wait a long time for reimbursement and complain to HR.
- The written policy says one thing, and what gets approved says another.
Today vs done for you
The current way, and the new way
What your team does by hand today, and what the automation does instead, step by step.
How it works today
- Employees photograph receipts, type amounts and pick categories in the expense tool.
- Managers approve from email or the mobile app, usually without opening attachments.
- An AP or travel and expense auditor pulls a weekly sample and checks receipts against amounts and policy.
- They send reports back with questions by email and wait for corrected receipts.
- Finance exports approved reports to the ERP and fixes GL and department coding by hand.
What it quietly costs you
- · Out-of-policy and duplicate spend in unsampled reports is paid without anyone seeing it.
- · Employees float company costs on personal cards while they wait for repayment, which hurts morale.
- · Audit findings arrive months later, when the money is gone and nobody remembers the trip.
How it works done for you
- When a report is submitted, the agent reads every receipt image and pulls the matching card or bank transaction.
- It checks amount, date, merchant, currency and tax against each claimed line, and reads itemized receipts to apply per-person limits for meals and lodging.
- It applies your policy: per diems by city, pre-approval for flights, alcohol rules, mileage against a route estimate, and blocked merchant categories.
- It looks across reports and people for duplicate receipts, charges split to stay under approval limits, and the same cost claimed on a card and as out-of-pocket.
- Clean reports go to the manager with a one-line summary. Flagged lines go to a finance reviewer with the evidence and the policy clause that applies.
- Approved reports post to the ERP with GL and department coding, and findings feed a monthly view by rule, team and merchant.
- Every check, flag, override and approval is logged with who decided and why.
Your people
What changes for your team
| Role | Today | Done for you |
|---|---|---|
| Expense auditor or AP specialist | Opens receipts one by one for a small sample and emails employees with questions. | Reviews only flagged lines with the evidence laid out, and tunes rules that flag too much or too little. |
| Approving manager | Rubber-stamps reports in the app without time to check anything. | Approves clean reports from a short summary and sees flagged items explained in plain English. |
| Controller | Finds policy problems in the annual audit or after a complaint. | Reads a monthly findings report and adjusts policy where the data shows a pattern. |
The numbers
What it's worth to you
Estimate the time and cost you get back with your own numbers. We baseline the real figures in week 1 and track these KPIs from day one.
Example inputs · change them to yours
The automated share covers receipt matching, policy checks and coding on reports that pass; flagged lines still get a human review.
Staff time back
45 hours a month
About 0.3 full-time people freed for higher-value work
Capacity reclaimed a month
$1,575
A year
$18,900
An estimate from your inputs only. In week 1 we measure your real baseline, so results are tracked against your own numbers.
Audit coverage
Expense lines checked by the agent compared with lines submitted, reported monthly.
Time to reimburse
Days from submission to payment for clean reports, baselined from your expense tool for the prior quarter.
Flag precision
Share of flags a reviewer confirms as real issues, used each month to tune the rules.
Violations by rule and team
Count of confirmed findings grouped by policy rule, department and merchant.
Spend corrected before payment
Value of lines rejected, reduced or recoded after a flag, totaled monthly.
73%
53%
Nine in ten
Works with the tools you already use
- SAP Concur
- Expensify
- Ramp
- Brex
- Navan
- Emburse
- NetSuite
- QuickBooks Online
- Workday
- Slack
Guardrails built in
- The agent never rejects a report or withholds money on its own; it flags with evidence and a person decides.
- Policy rules are written with finance and HR and change only through an approved update.
- Receipts and personal data stay in your systems with role-based access.
- Patterns that may point to misconduct go only to named finance leaders, not to the employee's manager.
- Every flag, override and approval is logged for audit.
Why it hurts today
What teams say about this work
Common complaints from operators, reviewers and industry research.
In a survey of US business travelers, most said they felt like they were floating a loan to their employer, and many had skipped claiming a business expense just to avoid filing the report.
Reviewers of a widely used expense tool describe a layout that is not always intuitive, extra clicks for simple tasks, and approvals that can be slow.
Users of another popular expense app mention duplicated expenses and say approval workflows could be more flexible.
Fraud found through passive means can take far longer to surface than fraud caught by active methods such as automated monitoring and internal audit.
Done for you
Live in 3 to 6 weeks
We do the build, the integrations and the rollout. Your team gives us access, reviews the pilot and approves go-live.
- 1
Week 1
Discovery and access
We map the workflow with your team, agree the outcomes and KPIs, measure today's baseline and get secure access to your tools.
- 2
Weeks 2–3
Build and connect
We build the agents and connect your systems, with your rules, approval steps, permissions and logging.
- 3
Weeks 3–5
Test and pilot
We test on your real history, then run a pilot on live work while your team reviews what the agent does.
- 4
Weeks 4–6
Go live and hand over
We roll out in stages, train your team, hand over dashboards and runbooks, and keep improving it with you.
Executive Ask: ask your business anything
One plain-English assistant connected to every system you run: CRM, helpdesk, ERP and accounting, HR, inbox and docs. Leaders get sourced answers in seconds and can trigger actions with approval. It respects everyone's existing permissions and logs every answer.
See Executive AskAsk it, for example
- Which teams had the most out-of-policy expenses last quarter, and on what?
- How long are employees waiting to be reimbursed right now?
- Were any receipts claimed twice this month, and by whom?
How long does it take to go live?
Expense audit automations are usually live in 3 to 6 weeks. We turn your written policy into rules with your finance and HR leads, connect the expense tool, card feeds and ERP, and then run the agent over a few months of past reports. That replay shows you what it would have flagged, so you can tune thresholds before it touches live reports.
What will this cost us?
We quote after a short scoping call. The quote depends on report volume, the expense and card platforms involved, how many countries and currencies your policy covers, and whether you want ERP posting and coding as well as the audit. You receive a fixed written quote covering design, build, connections, deployment and configuration before work begins.
Does it replace Concur, Expensify or Ramp?
No. Your employees keep submitting expenses in the tool they already use. The agent sits behind it, reading reports as they are submitted and writing its findings back as comments or flags, or into a review queue. Built-in policy checks in those tools usually test single fields; the agent reads the receipt itself and compares across reports and people.
Will employees feel watched?
Most notice the opposite: clean reports are approved and paid sooner because nobody has to sample them by hand. When a line is flagged, the employee sees a clear, polite question with the policy clause, not an accusation. Possible misconduct is routed only to named finance leaders. We help you announce the change so expectations are clear from day one.
Pairs well with
Finance & Accounting
Invoice Processing (Accounts Payable)
Supplier invoices read, matched to POs and queued for approval the day they arrive
See the outcomeHR & Recruiting
Timesheet & Payroll Validation
Catch missing punches and payroll errors before the run, not after payday
See the outcomeFinance & Accounting
Month-End Close & Reconciliation
Accounts reconciled every night, so close week is review instead of rework
See the outcomeSources
- Worse than Death and Taxes? Filing Expense Reports, Says Study, Travel Market Report (TriNet and Wakefield Research survey)
- SAP Concur Reviews 2026. Verified Reviews, Pros & Cons | Capterra, Capterra
- Expensify Reviews 2026. Verified Reviews, Pros & Cons | Capterra, Capterra
- Finance, Fraud, and Frustration: Key Findings from the ACFE 2024 Report, Emburse (summarizing the ACFE 2024 report)
Get Expense Report Audit done for you
Tell us about your volumes and tools. A senior engineer replies within one business day with scope, timeline and cost.
Live in 3 to 6 weeks · Priced after a short call · Company emails only