The Challenge
Traditional invoice processing wasn't just slow—it was broken
Paper-Based Submissions
Employees submitted expenses on paper or scattered emails with no standardization
Manual Data Entry
Finance manually entered data into spreadsheets—slow, error-prone, and tedious
Zero Visibility
No visibility into pending reimbursements left employees frustrated and uninformed
Lost Receipts
Lost receipts caused disputes, delays, and endless back-and-forth communication
Month-End Delays
Month-end closes delayed by expense backlogs creating financial reporting gaps
No Audit Trail
No proper audit trail made compliance difficult and risky for the organization
Our Solution
A comprehensive system with robust database + cloud architecture, designed for every stakeholder
For Employees
- Login with company email (OTP-based, no passwords)
- Upload bills via mobile or desktop
- AI extracts vendor, amount, date, category
- AI extracts VAT, total amount, price breakdown
- Review and correct any OCR errors
- Submit for approval with one click
- Get notified when reimbursement is ready
For Finance Teams
- Dashboard of all pending submissions
- Approve, edit & approve, or reject with feedback
- Database records linked to cloud-stored files
- Company-wide expense reporting
- User-wise expense tracking
- Complete VAT breakdown in reports
- Excel exports on demand
- Full audit history for compliance
For Admins
- User management by company
- Approval workflow configuration
- Access control and permissions
- Multi-company support
- System health monitoring
- Configuration without code changes
The N8N Workflow
Automated OCR processing with intelligent routing and fallback mechanisms
Upload
Bill uploaded to cloud
OCR
AI extracts all data including VAT
Validate
Verify and save to database
Route
Approval workflow
Notify
Status updates
Results & Impact
Key Features
Passwordless Login
OTP via company email—no passwords to remember or reset
Smart OCR
AI extracts vendor, amount, VAT breakdown, date, and category—even from thermal receipts
Human Verification
Users can review and correct OCR errors before submission
Multi-Level Approval
Finance review workflow with approve, edit, or reject options
Cloud Storage
PDF, JPEG, PNG bills stored in cloud permanently and linked to database records
Export & Reports
Company-wide and user-wise analytics with Excel exports