The Expenses Agent reviews expense submissions automatically based on instructions you define. This article explains what it does and how it works.
What is the Expenses Agent?
The Expenses Agent checks incoming expense submissions against the instructions you have set up and approves, declines or flags them automatically. You write the instructions in plain language and the agent handles the review.
Expenses that match an instruction are processed without manual intervention. Anything that falls outside your instructions is escalated to you with context.
How the agent works
A team member submits an expense.
The agent checks your instructions, top to bottom.
If the submission matches an instruction, it is approved, declined, or flagged based on your instruction.
If no instruction matches, the expense is sent to you for a decision with the agent's reasoning included.
Every decision, whether approved, declined, or escalated, is logged permanently with the instruction that triggered it visible at any time.
The order of your instructions determines priority. The agent applies the first matching instruction it finds.
Example use cases
Clearing low-value SaaS expenses automatically
I set the instruction: "Approve any SaaS subscription expense under 100 euros submitted by a full-time employee." Every qualifying submission cleared without manual review. Tools, licenses, and recurring subscriptions within the threshold were handled automatically. Travel, accommodation, and anything above the limit still came to me, but the weekly queue dropped significantly.
Flagging expenses submitted without receipts
I set the instruction: "Decline any expense over $50 that does not include a receipt." The agent caught these automatically and declined them with a note. No more chasing documentation after the fact, and the expense queue was clean before month-end.
What conditions can you set?
When writing your instructions, you can base them on any of the following:
Country / Entity — limit to specific countries or entities
Currency — limit to specific expense currencies
Contract type — limit to EoR, contractors, and other employment types
Receipt age — how old the receipt is, in days
Amount (% of receipt) — compares the claim amount to the receipt amount
Category — match specific expense categories
Monthly count in category — how many other expenses this contractor has submitted in the category, over a window you choose