Workflows

From expense to GL booking in minutes

Submission

The employee opens the expense form and uploads a receipt or invoice. The built-in AI scanner reads the document and automatically pre-fills the key fields – supplier name, date, amount, currency, and VAT code. The employee reviews the pre-filled data and submits the claim.

Approval

After submission the declaration enters the approval phase. Routing is determined by the cost centre hierarchy and/or the declared amount.

There are five approval types in total — from fully automatic to strict dual approval on every amount. The five configurations cover every common expense policy. If you choose a 2- or 3-level routing, you set the threshold amount that determines when a declaration moves to the next level. If rejected, the employee receives a notification with a reason and may resubmit.

The tiered – dual approval type has the following routing:

• AUTO — declarations are approved automatically; the workflow acts as an agent and the accountant is the only human in the loop.
• MANAGER — the responsible Manager reviews and approves or rejects; alongside the accountant, the manager is the second human in the loop.
• DUAL — declarations require approval from both the Manager and the Finance Manager; both act as humans in the loop alongside the accountant.

General ledger entry

After final approval, the claim moves to the journal stage. A final review is performed before posting takes place. Upon confirmation, the system generates a Journal Entry consisting of one or more Journal Lines, each mapped to the general ledger accounts:

• A debit line against the relevant expense account (e.g. travel costs, representation costs).
• A credit line against the accounts payable or employee payables account.
• Where applicable, a separate VAT line at 0%, 9%, or 21%.

The entire flow is auditable end-to-end: every decision, approval, and posting is logged and linked to the employee, the cost centre, and the supporting documents.