Rydoo Smart Audit is an AI-powered expense monitoring solution that reviews employee expenses to detect non-compliant spending. With over 20 audit checks, it helps companies identify suspicious or out-of-policy expenses in real time, reducing the workload for approvers and finance teams.

 

• Smart Audit checks
  • Receipt translation & highlights
  • Keyword detection checks
  • Receipt validation checks
  • Attendee verification checks
  • Other checks
• Admin page
• Insights dashboard

 

Smart Audit checks

Receipt translation & highlights

Receipt translation

Receipts are translated to the language of your account. We currently support over 100 most spoken languages worldwide.

 

Receipt highlights

Highlights key details on receipts, including the amount, date, and merchant. 

 

Keyword detection checks

Alcohol detection

Flags receipts with alcohol purchases if the amount of alcohol exceeds a certain percentage of the total. Admins can configure the alcohol amount limit.

 

Tobacco detection

Detects receipts that contain cigarettes, vapes, e-liquids, etc.

 

Travel upgrade detection

Detects receipts for travel upgrades, such as first-class or business-class tickets, to enable compliance with company travel policies and prevent unauthorised expenses.

 

Electronics detection

Detects electronics or accessories on receipts, such as laptops, phones, monitors, headsets, or phone cases.

 

Software detection

Detects receipts with software subscriptions or licences.

 

Tips detection

Identifies receipts with tips or service charges to ensure they align with local tipping standards.

 

Keyword detection

Detects receipts with specific keywords to ensure compliance with your company's expense policy.

• Related keywords: Flag receipts that mention keywords or related terms, in any language.
• Exact keywords: Flag receipts that exactly match specified vendors, products or services.

 

Receipt validation checks

AI-generated receipt

Detects and flags receipts that appear to be AI-generated.

 

Card transaction receipt

This check flags expenses with card transaction receipts. These receipts are usually not accepted for business expenses because they do not provide detailed information about the items purchased.

 

Invalid receipt

Identifies images that are not valid receipts, such as random photos or unrelated documents.

 

Blurry receipt

Flags receipts that are blurry and unreadable, ensuring that all uploaded receipts are clear and legible for proper review.

 

Photo of screen

Detects receipts that are photos taken of a computer screen instead of original receipts.

 

Screenshot of mobile

Flags receipts that are screenshots from mobile devices rather than original receipts.

 

Screenshot of desktop

Flags receipts that are screenshots from desktops instead of original receipts.

 

Handwritten amount

Identifies receipts with handwritten total amounts.

 

VAT number

Flags receipts that do not include a VAT number, which may be required for tax purposes.

 

Attendee verification checks

Approver & controller as attendee

This check flags when an expense approver or controller is also an attendee, to prevent conflicts of interest.

 

External attendees

This check flags expenses that include attendees who are not part of the company.

 

Attendees per diem conflict

The attendees per diem check detects when attendees of meal expenses have a per diem on the same day, to prevent that employees are reimbursed twice for the same meal. This check notifies approvers, controllers, directors and finance so that they can review if employees have correctly applied meal deductions to their per diems.

To prevent end users from seeing the details of their colleagues' expenses, this flag is only visible for approvers, controllers, directors and finance. They can review the per diem and expense side by side.

Admins can choose for which categories this check applies.

 

Missing attendees

This check flags expenses when users did not mention attendees in the comment field. Many customers enable this for categories like Dinner with client, Business gifts and Team events. Admins can choose for which categories this check applies.

 

Other checks

Advanced duplicate detection

This check detects potential duplicates with advanced accuracy based on OCR fields: amount, currency, date and time.

Approvers, controllers and finance have visibility on cross-company duplicates, whereas end users will only see duplicates within their own profile.

 

Exchange rate tolerance

This check flags expenses if the exchange rate is edited above the specified tolerance level. Admins can set the exchange rate tolerance.

 

Receipt-expense match

The Receipt-expense match detects differences between expense fields and receipt fields read out by OCR. For example, this ensures the attached receipt matches the card transaction and flags incorrect edits by users.

 

Admin page

On the Admin page, Admins have an overview of all Smart Audit checks, can choose which checks to activate and can configure display and workflow settings.

For each check, Admins can configure:

• Display as: Out of policy, Warning or Information.
• Visible to: Roles that can see the check.
• Block auto-approve & control: Prevent auto-approval or control of expenses that are flagged by this check. Learn more about auto-approval.
• Limit to branches: Limit a check to specific branches.
• Status: Activate or deactivate the check.

 

For some checks, Admins can configure additional settings:

Keyword detection

Admins can choose:

• Related keywords: Flag receipts that mention keywords or related terms, in any language.
• Exact keywords: Flag receipts that exactly match specified vendors, products or services.

You can add up to 10 related keywords and 20 exact keywords. 

 

Alcohol detection

Admins can set the alcohol amount limit.

 

Exchange rate tolerance

Admins can set the exchange rate tolerance.

 

Attendees per diem conflict

Admins can enable 'Per diem warning' in the Categories page for specific categories. You can easily update multiple categories by import via .xlsx.

 

Missing attendees

Admins can enable 'Attendees in comment field' in the Categories page for specific categories. You can easily update multiple categories by import via .xlsx.

 

Insights dashboard

The Smart Audit Insights dashboard provides a clear overview of audited expenses, highlighting key metrics such as flagged, auto-approved, and auto-controlled expenses. It offers breakdowns by audit check, employee, category, and branch, helping you identify patterns and insights. With interactive filters and display options, you can refine and customise the data view to focus on what matters most. Additionally, you can export the data when needed.

 

What’s in the dashboard?

The Smart Audit dashboard provides key insights. You’ll find metrics on:

• Audited expenses: Total number of audited expenses and their total value.
• Flagged expenses: Number of flagged expenses and their total value.
• Auto-approved expenses: Number of expenses automatically approved and their total value.
• Auto-controlled expenses: Number of expenses automatically controlled and their total value.
• Flagged expenses per employee: Breakdown by employee, including total flagged amount and number of flagged expenses.
• Flagged expenses by category: Breakdown by expense category, including total flagged amount and number of flagged expenses.
• Flagged expenses by branch: Breakdown by branch, including total flagged amount and number of flagged expenses.

 

Customising the display

Filters

• Use the filters on the right to refine data by employee, branch, category, or audit flag.
• Alternatively, click directly on a graph item to filter the dashboard accordingly. For example, selecting an employee’s bar in the flagged expenses by employee graph will filter the entire dashboard to show only their data.

Additional display options

• Include/exclude data: Right-click an item and select include or exclude to adjust the displayed data.
• Sorting: Click the three dots (···) on a graph, then choose sort axis to reorder data in ascending or descending order.
• Show as table: Click the three dots (···) on a graph and choose show as table to switch from a visual graph to a table format.
• Drill through: Right-click an item and select drill through to view detailed expense data.
  💡 You can also click through to the expense here, if you have the Finance or Director role, as these are the only roles with access to all expense data.
  

  

 

Exporting data

By clicking the three dots (···), you can export the dashboard data into excel.

 

Alternatively, you can use exports templates to include Audit flags in your expense exports. 

 

Accessing the Smart Audit dashboard

You can find the Smart Audit dashboard under Insights. Only users with the Analyst role have access to Insights.