Rydoo Smart Audit is an AI-powered expense monitoring solution that analyses employee expenses to detect non-compliant spending. With over 20 audit checks available, we help companies identify suspicious and out-of-policy expenses in real-time, reducing the workload for approvers and finance teams. Find out more or get a demo here.

This article give an overview of the different features and checks in scope of Smart Audit, and how to configure them in your company account.

• Smart Audit checks
  • Receipt translation 
  • Receipt highlights
  • AI-generated receipt
  • Electronics & accessories detection
  • Software detection
  • Alcohol detection
  • Tips detection
  • Tobacco detection 
  • Travel upgrade detection
  • Keyword detection
  • Handwritten amount detection
  • Invalid receipt
  • Blurry receipt
  • Photo of screen
  • Mobile screenshot
  • Desktop or tablet screenshot
  • VAT number
  • Card transaction receipt
  • Receipt-expense match
  • OCR confidence
  • Missing attendees
  • Attendees per diem conflict
  • Approver & controller as attendee 
  • External attendees
  • Advanced duplicate detection
  • Exchange rate tolerance
• Configuration and settings
• Insights dashboard

Smart Audit checks

Receipt translation

Receipts are translated to the language of your account. We currently support 111 most spoken languages worldwide.

 

Receipt highlights

Easily find key details on your receipts. We automatically highlight the amount, date, and merchant.

 

 

AI-generated receipt

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

Electronics & accessories 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.

 

 

Alcohol detection

Flags receipts with alcohol purchases if the amount of alcohol exceeds a certain percentage of the total. The allowable percentage can be configured by the admin.

For alcohol detection specifically, admins can set the alcohol amount limit in the Smart Audit admin page.

Tips detection

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

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.

Keyword detection

Detects receipts with specific keywords to ensure compliance with your company's expense policy. Administrators can add up to 3 different keywords.

Handwritten amount detection

Identifies receipts with handwritten total amounts.

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.

Mobile screenshot

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

Desktop or tablet screenshot

Flags receipts that are screenshots from desktop or tablet devices instead of original receipts.

VAT number

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

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.

 

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.

 

OCR confidence

This check flags receipts with low OCR confidence. It helps verify if the amount, currency, and date were correctly read by the OCR. Approvers and controllers can now quickly find and review only those receipts that might have mistakes.

 

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.

You can enable this for a specific category in the Categories page. 

 

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.

💡 Make sure you enabled the new expense pages to be able to view both expenses side by side.

You can enable this for a specific category in the Categories page. 

 

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.

 

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.

💡 Make sure you enabled the new expense pages to be able to view potential duplicates side by side.

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 in the Smart Audit admin page.

 

Configuration and settings

All the checks and features above can be enabled and configured in the Smart Audit admin page.

Per check, you can configure:

• Display as: information - warning - out of policy
• Visible to which roles: person - approver - controller - finance - director
• Auto approve & control: With this setting you can block the auto approval/control of expenses based on the check. This feature enables you to set up auto-approval flows while ensuring that critical or high-risk expenses are reviewed. Approvers will only need to focus on expenses that need an extra check. For instance, you can auto-approve all expenses under 50 euros unless specific keywords or flags are detected.
  Note: First set up auto approval/control in the Expense Rules page and then check the auto approval/control checkbox for the specific checks that should block auto approval/control if they’re triggered for a certain expense. For instance, you can auto-approve all expenses under 50 euros unless alcohol, travel upgrade, duplicate or invalid receipt is detected.
  More info and best practices.
• Limit to branches: Select the branches this check should apply to. If no branches are selected, the check applies to the entire company.
• Active: For each individual check, you can choose to enable or disable the check for your company account.

 

ℹ️ Early access: Some checks are marked as early access. This means we are currently still working on improving the accuracy of these checks.

Insights dashboard

Accessing the Smart Audit dashboard

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

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.