For the employee
Less searching for the right step.
Find the submission route, know which information and supporting documents are needed, and understand what your expense claim status means.
Expenses with ArchieExpenses incurred.
Expenses incurred.
Clearly submitted.
Where do I submit my expenses? Which receipt do I need? Has my expense claim been processed yet? Archie helps employees follow the right steps and makes it clear what is still missing.
Your expense policyComplete informationClear status
Expense Agent · Archie for HR
An expense claim starts with knowing what is needed.
AI for expenses helps employees find the right procedure and submit their expenses in full. Archie's Expense Agent explains your policies and, with suitable integrations, can prepare an expense claim, forward it after confirmation and show the available status. Review and payment remain part of your existing expense process.
For HR, finance and managers
More complete claims for review.
Help employees describe their expenses clearly and add missing information. The authorised colleague reviews the expense claim according to your policies.
How Archie helps with expenses
From expenses incurred to a complete claim.
Follow Sam while submitting travel expenses, dealing with a missing supporting document and asking about payment. See how the right information and next step come together.
In conversation with Archie
ArchieAnswer & next step
ExampleSam · EmployeeI added my train ticket for the customer visit. Can you submit the expense claim?
Archie
The draft shows € 24,40 for the train journey on 10 November, with a customer visit as the business purpose. The supporting document has been added. Are these details correct, and would you like to submit the expense claim for review?
Draft expense claim · Check details and supporting documentSam · EmployeeYes, the details are correct. Submit the expense claim.
Archie
The expense system has received your claim. The status is Under review. The authorised colleague will check the expenses according to your expense policy. The claim has not yet been approved or paid.
System confirmation · Under reviewWhat happens behind the conversation
All the details together. Only then submit.
- Complete the claimCheck the amount, date, business purpose and required supporting document.
- Ask for confirmationThe employee checks the proposed details before the claim is forwarded.
- Return the system statusOnly confirm receipt after the system response. Review and payment follow their own steps.
ArchieAnswer & next step
ExampleSam · EmployeeI incurred expenses for a client visit, but I lost the receipt. Can I still submit an expense claim?
Archie
Your instructions require supporting documentation for this type of expense. First, request a copy from the supplier. If that is not possible, Finance will assess which information is required according to your exception process.
Expense claim instructions · Missing supporting documentationSam · EmployeeCan I simply use a bank statement instead?
Archie
Based on these instructions, I cannot approve that as a replacement. Ask Finance what is accepted in your situation and provide only the requested information. I will not fill in missing receipt details and cannot yet promise reimbursement.
Exception · Assessment by FinanceWhat happens behind the conversation
A missing supporting document requires the right process.
- Check your supporting-documentation rulesUse the instructions that apply to the type of expense and the employee.
- Clarify the missing informationAn alternative document is not automatically considered equivalent to the required supporting documentation.
- Have the exception assessedThe authorized colleague determines what additional information is required and whether the request can proceed.
ArchieAnswer & next step
ExampleSam · EmployeeMy expense claim has been approved. When will I receive the amount?
Archie
The connected expense management system shows Approved. In the available data, I do not yet see a confirmed payment date or payment status. I therefore cannot say when the amount will be credited to your account.
Expense management system · Approval visible, payment details unavailableSam · EmployeeSo will it be paid with my next salary?
Archie
I cannot confirm that for this expense claim. Follow the payment process in your expense claim instructions and ask Finance about the expected processing time. Approval alone does not prove that payment has already been scheduled.
Payment process according to your procedure · Check with FinanceWhat happens behind the conversation
Approved is not the same as paid.
- Read the available statusShow what the expense management system actually confirms.
- Separate assessment from paymentAn approved request may still be awaiting further processing.
- Use a confirmed payment sourceWithout a payment date or payment confirmation, Archie provides the appropriate contact route instead of making a promise.
Illustrative conversations with fictional expenses, documents and statuses. Personal data and actions require appropriate access, supported integrations and a configured expense claim process.
What Archie supports for expense claims
Know exactly what to provide. And what happens next.
Start with your expense policy and work instructions. Add application preparation and status information once the required systems and checks have been configured.
01 · Your instructions
Know what you need to submit expenses.
Help employees find the right expense category, submission process and supporting-documentation rules. Archie explains your expense policy and directs them to the right contact route when a document is missing or the situation differs from the standard process.
Required: up-to-date expense rules, work instructions and contacts for exceptions.
A complete requestExample
Which expenses?Correct expense category
Why incurred?Business purpose
Which supporting documentation?According to your policy
Aligned with your process and available information.
02 · Permitted data
See where an expense claim stands.
With an appropriate integration, Archie can retrieve the available expense claim status. The employee sees whether the request is still being reviewed, requires additional information or has been approved. A payment status is shown only when the source makes it available.
Required: permitted status data and clear definitions of review, processing and payment.
Track your expense claimExample
RequestReceived
ReviewApproved
Payment statusUnavailable
Aligned with your process and available information.
03 · Configured workflow
From reviewed draft to submitted request.
Have Archie prepare a supported expense claim and submit it after the agreed checks and confirmation. The employee reviews the details. The authorised colleague then assesses the request according to your process.
Required: supported integration, document processing, confirmation step and feedback from the system.
The steps of an expense claimExample
Review draftEmployee
Submit requestAfter confirmation
Assess costsAuthorised colleague
Aligned with your process and available information.
What’s needed
Your agreements determine the route.
Define which costs employees can submit, what information is required and who reviews them. A complete request does not automatically mean that the costs will be reimbursed.
ApplicationWhat do you connect?What do you agree on?
01Policy & supporting documents
Your expense policy, cost categories, required information and instructions for documents.
Define who manages the content and which route applies when supporting documentation is missing or an exception occurs.
02Requests & statuses
The information available from your expense system and, where configured, the payment administration.
Determine which requests the user may see and which source confirms each status.
03Submit & review
A supported integration for expense claims, supporting documents and feedback.
Have the employee confirm the details. Keep review and payment visible as separate steps.
Also in your familiar work environment.
Archie in TeamsLet employees ask expense-related questions in Microsoft Teams. For supporting documents, personal statuses and submitting expenses, also configure the appropriate access and workflow.
When things go differently
Not every expense claim fits the standard route.
A missing receipt, an unclear cost category or a question about payment may require review. Archie identifies the available information and helps the employee find the right addition or contact route. The authorised colleague reviews the exception.
This is how Archie keeps things clear
“Your expense claim has been approved. I don’t see a confirmed payment date yet. Finance can check the further processing.”
State what is known
Make clear which data and statuses are available and what is still missing.
Request the right addition
Tell the employee what information is required according to your instructions, without making up missing details.
Have the outcome confirmed
An exception, reimbursement or payment date is only confirmed by the authorised colleague or the appropriate system.
Start small. Expand with purpose.
Start with one common cost category.
Choose an expense claim that frequently raises questions and complete the route from supporting document to review. Add actions and status information once the sources and checks are in place.
Make the submission route clear
Gather the instructions, required information and supporting-document rules. Define who reviews the expense claim and where employees can find the status.
Also test missing information
Check an illegible receipt, a missing date, a duplicate request and an approval without a payment status.
Improve based on real questions
Review which requests need additional information and where employees get stuck. Then expand with other cost categories or integrations.
Discuss your expense claim processOne expense type. One clear route. A practical starting point.
Good to knowYour questions about expense claims.
Your questions about expense claims.
Clearly answered.
From supporting document to follow-up. This is what you want to know about submitting, reviewing and the available payment status.
What does the Expense Agent do?
The Expense Agent is Archie’s HR agent for expense claim questions and supported process steps. It explains your policy and submission route and helps employees provide the required information. With suitable integrations, it can submit a confirmed expense claim and show the available status.
Which expenses can Archie help claim?
That is determined by your expense policy and the configured application. For example, you can start with one type of business travel expense. Archie uses the corresponding instructions. Which requests it can prepare or forward also depends on the supported integration and workflow.
Can we get started without connecting an expense management system?
Yes. Archie can provide explanations based on your expense policy and direct employees to the correct submission route. Retrieving personal requests, showing current statuses or submitting expenses requires additional access, a suitable integration and configuration.
Can Archie use data from a receipt?
That can be part of a configured document workflow, depending on the supported files, processing and integration. The employee checks the suggested data before an expense claim is submitted. Missing or unclear information must be supplemented, not guessed.
What happens if a receipt is missing?
Archie follows your instructions for the relevant expense type. It can explain how to request a copy or who reviews an exception. An alternative document is not automatically approved, and missing receipt details are not filled in.
Does Archie approve an expense claim itself?
In the process described here, the authorized colleague reviews the request according to your process. Archie helps with preparation, submission and available status information. A complete or received request is not automatically approved.
Can Archie tell us when an expense claim will be paid?
Only if the relevant source provides a payment status or confirmed payment date and the user has access. Approval of the expense claim alone is not sufficient for this. Without that information, Archie provides the agreed contact route for further verification.
Does Archie replace our expense or financial administration?
No. Your systems remain the source for requests, review and payment. Archie makes explanations and supported process steps accessible through a conversation. The review of exceptions and financial processing remain within your existing responsibilities.
From your expense claim process to your ArchieMake submitting expenses clear.
Make submitting expenses clear.
From supporting document to clear status.
Bring your expense policy and a frequently asked question. Together, we’ll look at how Archie helps employees and which data, checks and integrations are required.
