Site staff capture a bill on their phone, AI reads it and finance rules check it. Most claims approve automatically, and one balanced journal reaches Oracle Fusion, E‑Business Suite or SAP every day.
Every document follows one path. Rules settle most claims; finance sees only the exceptions.
Site staff photograph a bill, deposit slip, trip sheet or delivery note.
Generative AI extracts vendor, tax number, lines and VAT, in English or Arabic.
Limits, duplicates, split bills, VAT and float balance are checked on every claim.
Rules approve clean claims; the rest route to managers or finance.
One balanced journal per site per day posts to your ERP.
Each claim shows what the AI read, how confident it is, every rule result and the live site float, so approvals take seconds rather than days.
Each rule is a scope, a set of conditions and one action. Finance tests a change against the last 30 days of claims before switching it on.
Old bills are blocked and late ones need a reason. Photos and itemised bills are required above set amounts.
Per-claim caps by grade, category caps, per-head hospitality limits, and daily and weekly spend caps.
Exact duplicates are stopped; near duplicates, split bills and spend concentrated on one vendor are flagged.
VAT is recovered only with a valid tax number, and any low-confidence reading goes to finance.
An approval ladder by amount, with government fees always to finance and no self-approval.
Claims above the float are blocked, known vendors are coded to the GL and a random sample goes to audit.
Approval limits sit on the role, not the person. Example limits in AED; each organisation sets its own.
| Claim amount | Approver | Notes |
|---|---|---|
| Up to AED 100 | Approved by rules | When every check passes |
| AED 100 to 500 | Site manager | Claimant in the chain is skipped to the next approver |
| AED 500 to 2,000 | Area manager | Each site sees only its own claims and float |
| AED 2,000 to 5,000 | Finance reviewer | Government fees and low-confidence readings always go to finance |
| Above AED 5,000 | Finance manager | Claims older than the submission window are blocked |
Each site holds one cash float with a named custodian. The balance stays live and a top-up is requested before cash runs out.
Sized by site type, such as a showroom, warehouse or project store.
Each approval reduces the float, and the custodian sees the live balance.
Automatically at 20% remaining or weekly, pre-filled with the claims it covers.
Finance approves, the custodian confirms and a replenishment journal posts.
Each document has its own checks, but all run on the same engine and reach the ERP the same way.
Receipts and tax invoices paid from the float, read by AI and coded from the vendor master.
Daily sales cash counted by denomination and compared with expected sales.
Fuel claims checked against odometer distance, vehicle class and the day's pump price.
Signed delivery notes matched line by line against the order, with shortages raised at the gate.
Progress is reported weekly. Actual outcomes depend on claim mix, site processes and ERP configuration.
A measured pilot at three to five sites, with a go or no-go decision at the end.
Deploy in your tenancy and confirm rules, limits and floats.
Agree the ERP journal import and run finance testing on real bills.
Pilot sites go live with training in English and Arabic and daily hypercare.
Review results with finance and internal audit and plan the roll-out.
Share 40 sample bills. We will show what the AI reads, which rules apply and which claims would approve automatically.
