Expense Policy Validator — Summary Sheet

A plug-and-play policy enforcement agent that reduces audit risk and accelerates expense approvals.

Problem

Enterprises lose significant time and audit reliability when enforcing expense policies manually. Finance teams must cross-check receipts, approvals, and exceptions across disparate systems — often from static PDFs, Excel files, or HR portals. This leads to slow approvals, inconsistent enforcement, and non-compliant reimbursements.

This final segment of the workflow compiles and transmits the outcome of the expense validation process. After all checks and decision logic are executed, the system formats the result into a structured JSON payload (Build JSON Payload), including approval status, reasons, and escalation flags. The result is then delivered to an external system such as an ERP platform, audit log, or reimbursement portal (Submit to Expense System). The session is formally concluded with a closure block (Close Validation Session), ensuring clean termination and traceability.

Agent Architecture

Input:

• Uploaded receipt image or expense submission

• Optional: Attached policy document (.pdf, .md, .csv)

Processing Workflow

1. OCR Block – Extracts data from receipt (vendor, amount, date, etc.)

2. Variable Assigner – Normalizes inputs (e.g., expense_total, category, receipt_vendor)

3. Memory Retrieval Block – Loads policy_memory for threshold values and blacklisted vendors

4. Conditional Logic Block – Checks thresholds, flags compliance issues

5. LLM Block (Fallback) – For ambiguous cases, generates escalation message

6. Output Block – Returns:

   • ✅ Approved

   • ❌ Rejected with reason

   • 🔁 Escalation suggested (if ambiguous)

This conditional branch handles expense reports that fall outside policy thresholds. The system first classifies the severity of the violation (Classify Violation Severity) and routes the case accordingly. If the violation is clear-cut, the workflow generates a rejection message with reasoning and audit trace metadata (Render Rejection Summary). If the violation is ambiguous or edge-case, it escalates the issue to a designated agent (Escalate to Policy Officer) who may trigger human-in-the-loop review or override logic. All escalation events are persistently logged (Log Escalation Event) for audit compliance and retrospective analysis.

Strategic Value

• 90%+ reduction in manual reviews for standard expense categories

• Audit-ready compliance trail for finance teams

• MCP-compatible JSON structure for downstream integration with ERP or financial systems

• Deployable via no-code GLIK Studio or installable from the GLIK Marketplace (June 2025)