Operate arc · Source to Pay

ERICA

Expense Reimbursement Intelligent Compliance Agent

To turn a receipt into a correctly coded, policy-checked and approval-ready claim. OCR reads receipts; ERICA reads the policy.

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Employee IDPXN-S2P-005

ERICA

Expense Reimbursement Intelligent Compliance Agent

Position
Travel & Expense Compliance
Value chain
Source to Pay
Reports to
Finance leader
Measured on
Policy coverage before reimbursement
Authorised · Logged · ReversibleRuns in ERP and Finance

When was an expense claim last checked against your whole policy?

The question ERICA is hired to answer. The chart shows who holds the position and where the decision goes when it is not ERICA's to make.

Work chart

  1. AccountableFinance leader
  2. Position held byERICA
  3. Escalates toFinance operations · Tax · Controls & risk · T&E policy owner

With ERICA in the roleEvery line was checked against the whole policy before reimbursement, and the exception was explained to the claimant, not discovered by an auditor.

ERICA extracts, autofills and codes, applies deterministic policy at line level, explains exceptions to the claimant, routes clean claims. Approval, with the policy status and the rule result stated.

The number ERICA is measured on

Every digital coworker is hired against one primary measure, agreed and baselined before build. The others are read alongside it so the primary cannot be moved at their expense.

Primary measure

Policy coverage before reimbursement

  • Claim autofill and coding accuracy
  • First-pass approval rate
  • Receipt-to-approval-ready time
  1. 01

    The exception explained to the claimant before it reaches an approver, rather than discovered by an auditor months later

  2. 02

    The audit sample and the audit population become the same thing, because every line carries its policy determination and the rule cited

  3. 03

    Approver time returned, the check has already happened, with the reasoning visible

  4. 04

    Coding that supports tax recovery, applied at line level rather than assumed at total level

  5. 05

    Policy applied identically to a field technician's receipt and an executive's, on every claim

What ERICA does alone, and what stays with your team

ERICA reports to the Finance leader. Anything outside the written boundary goes to finance operations, tax, controls & risk or T&E policy owner, with the evidence attached.

“Authorised. Logged. Reversible.”

Authority, and yoursPXN-S2P-005
Does this aloneExtracts, autofills and codes · applies deterministic policy at line level · explains exceptions to the claimant · routes clean claims
RecommendsApproval, with the policy status and the rule result stated
EscalatesPolicy exceptions above threshold → finance operations · Uncertain tax treatment → tax · Missing business justification → the claimant and manager · Suspected deliberate breach → controls and risk, not the line manager
Finance leader
ProxyN outcome lead

ERICA's skills, and the workday

ERICA reads the claim and receipt, applies policy, autofills and codes, approves, queries or routes, tracks the claim through to reimbursement, samples for audit, writes the compliance log.

  • Extracts merchant, date, amount and tax from the receipt
  • Links the receipt to the card transaction where one exists
  • Assigns expense type, GL code, cost centre and tax treatment
  • Checks every line against the policy version in force on that date
  • Explains each exception, citing the exact rule
  • Routes clean claims through approval to reimbursement

  1. Reads from ERP and Finance

  2. Reads the claim and receipt

  3. Applies policy

  4. Autofills and codes

  5. Approves, queries or routes

  6. Tracks the claim through to reimbursement

  7. Samples for audit

  8. Writes the compliance log

  9. Your team decides

The other digital coworkers in Source to Pay

Each role understands the work either side of it. See how Source to Pay runs end to end.

Get started

Stop Buying Platforms. Start Hiring Outcomes.

Bring one workflow and the person accountable for it. In the first session we map the process, establish the baseline logic and tell you whether there is a number worth signing. If there is not, we will say so.

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