Smart Audit uses Artificial Intelligence to automatically analyse all of your employees’ expenses. It detects and flags non-compliant and suspicious claims. 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.
Features
Receipt translation
Receipts are translated to the language of your account. We currently support 111 most spoken languages worldwide.
AI keyword detection
AI keyword detection automatically detects out of policy or suspicious items on receipts:
- Travel upgrades: Detects first class train receipt, business class flight tickets, etc.
- Tips & gratuity: Detects receipts with tips or gratuity fees, including handwritten tips.
- Tobacco: Detects receipts that contain cigarettes, vapes, e-liquids, etc.
- Alcohol: Flags receipts with excessive alcohol, for example when alcohol consists of more than a certain percentage of the total amount of the receipt.
For alcohol detection specifically, admins can set the alcohol amount limit in the Smart Audit admin page.
Receipt validation
With receipt validation, Rydoo detects and flags invalid receipts:
- Handwritten amount on receipt
- Image is not a receipt
- Blurry receipt
- Photo of a screen
- Screenshot (mobile, desktop or tablet)
- No VAT number on receipt
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.
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.
Approver & controller as attendee
This check flags when an expense approver or controller is also an attendee, to prevent conflicts of interest.
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.
External attendees
This check flags expenses that include attendees who are not part of the company.
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. - 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.
Features coming soon
- Audit dashboard & reports