Telecommunication Company in Greece
Agentic Expense Management Process
Business Challenge
- Manual Expense Review
Finance teams were heavily engaged in reviewing submitted expense forms and their accompanying receipts or invoices manually. This time-consuming task created operational inefficiencies and delayed claim processing. - Complex Business Rules
Each submitted expense had to be validated against detailed rules that varied by expense type, such as travel, childcare, and business-related costs. Rules often included maximum allowable daily meal limits and specific conditions tied to the number of travelers. - Document Accuracy Checks
Every claim required thorough inspection to confirm that attached invoices or receipts contained the correct Vendor Identification Number (VIN), employee name, issue date, and matched the submitted details.
- High Operational Load
These validations, performed manually, led to substantial workload on finance staff, increasing the likelihood of human error and causing frequent delays in reimbursement processing. - Employee Dissatisfaction
The long turnaround times for approvals or rejections negatively impacted employee morale and trust in the reimbursement process, while also raising compliance risks for the organization. - Multi-Document Pages
During the review process, receipts and invoices that were scanned or combined into a single page created significant risks of oversight and increased the time required for accurate verification.
Telco / Expense Management
Agentic AI - Agentic Expense Management Process
Application
All Expense Forms That are Assigned To The Robot User
Check Nova Intranet Systems for All Forms That are Assigned To The Robot User Like Expense Forms
Download Attachments
RPA Process Downloads Attachments and Extracts Required Fields from Documents
Check all form fields to verify that they have been filled out and none are left blank. Download form Attachments. Send All Documents to IDP queue
Document Processing
Extracting required fields from attachments like amount, date VAT no
Check All Form Fields to Verify Completion. Download Form Attachments (PDF, PNG, JPEG, JIF, ZIP). Send Documents to IDP Queue. Extract Required Fields Like Date, Amount, Vendor, VAT No
Human Validation
Unreadable Documents are Subject to Human Review
Handle Poor Document Quality, Unreadable Fields, and Unknown Document Types through Action Center for Human Review
Fine-Tuned AI Agent
AI Agent Determines Expense Type and Validates Against Business Rules
Determine Expense Type by Trained AI Agent (Parking, Accommodation, Taxi, Travel Tickets). Compare Business Rules and Identify Mismatches Like Daily Limit, Amount & Date Matches, Currency
AI Validation
Document Values from the IDP and form entries are validated against the business rules document by a trained AI agent. The agent identifies any discrepancies that violate the defined criteria.
Compare business rules and IDP and form values and identify mismatches by trained AI agent like daily limit. Expense type matches, amount & date matches, amount of person, travel type currency
Reporting
Generate Excel Report Based on Expense Type and Notify Requester
Generate Expense Excel File Based on Expense Type (Travel, Childcare, Card, Business, Other). Notify Initial Requester Regarding Missing or Incorrect Information
How Agentic AI Helped
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Automated Data Validation
Agentic implemented an RPA-based solution to automatically validate all submitted expense forms against pre-defined business rules, significantly reducing the need for manual checks. -
Form Completion Check
As soon as an expense form is submitted, RPA bots verify whether all required fields are completed accurately. Incomplete or incorrectly filled forms are flagged early, avoiding wasted downstream processing time. -
AI-Powered Document Extraction
Receipts and invoices are passed to UiPath Document Understanding, which uses artificial intelligence and OCR to extract critical data fields such as amount, date, vendor name, and tax ID with high precision. -
Business Rule Enforcement
The extracted data is evaluated by Agentic’s AI engine against company-specific validation logic including spending limits, formatting accuracy, and required ID presence. Compliant expenses proceed, while exceptions are routed for manual handling with clear error labels. -
Structured Output Generation
For every approved expense, an Excel report is automatically generated, summarizing all validated fields. -
Agentic Split and Extraction
Multiple scanned or attached receipts and invoices within a single page can be split and read by specialized agents.
Results
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Process Automation at Scale
Successfully automated over 1,000 monthly expense forms, eliminating manual data control and reducing processing time from days to minutes. This automation freed up significant human resources for more strategic financial activities. -
Accelerated Reimbursement Timeline
Employee reimbursement processing time decreased by 75%, with most claims now processed within 24-48 hours instead of the previous 5-7 business days. This improvement significantly enhanced employee satisfaction. -
Comprehensive Business Rule Implementation
All predefined business rules are now automatically enforced across expense forms, ensuring 100% compliance with company policies. This includes spending limits, approval hierarchies, receipt requirements, and category restrictions, all validated in real-time. -
Intelligent Error Resolution
The agentic system proactively communicates with users when forms contain errors or missing information, guiding them through corrections and ensuring proper resubmission. This collaborative approach reduced form rejection rates by 90% and minimized back-and-forth communication cycles.
Simplifying Complex Operations Through Automation-as-a-Service
Unite powers transformation through AI, automation, and orchestration—where you only pay for results.
Contact
London
Unite Information Technologies UK LTD
Second Floor, 3 Liverpool Gardens, Worthing, West Sussex, BN11 1TF London/UK
Tel: + 01903624664
Istanbul
Cumhuriyet Mah. Abdi İpekçi Cad. Mermer Sok. No:4 Kartal 34876 İstanbul/Türkiye
Tel: +90 (216) 453 40 00
