What's included
Receipts captured, checked, and
approved in one flow
What's included
The problem with
expense reports that take weeks
Employees hang onto paper receipts, fill out spreadsheets from memory, and wait weeks for reimbursement while a manual approval sits on someone’s desk. Policy violations are usually caught after the fact, if they’re caught at all.
SmartDocs lets employees capture receipts on the spot, checks each expense against your policy automatically, and routes it for approval—so reimbursement happens in days, not weeks.
Deliverables
What's included
Strategy
Understanding your expense policy and approval structure.
- Expense policy & category review
- Approval hierarchy mapping
- Card & reimbursement method review
Build
Configuring policy rules, categories and approval workflows.
- Policy rule configuration
- Corporate card & GL integrations
- Test expense submissions & approvals
Handoff
Enabling your team to submit, approve and reconcile expenses.
- Employee quick-start guide
- Approver training
- Policy exception runbook
Support
Ongoing monitoring of policy compliance and spend patterns.
- Spend & compliance monitoring
- Policy updates as needed
- Category & limit adjustments
How we work
A process built for results
Clear milestones, direct access to the implementation team, and no black-box handoffs. Here’s how expense management goes live.
Discovery & Success Criteria
We review your current expense policy, approval chain, and reimbursement method, and define what success looks like for the rollout.
Map Policy + Approval Rules
We document your expense categories, spending limits, and approval chains, and plan the configuration needed to enforce them automatically.
Build + Test + Security Review
We configure policy rules and approval workflows, test them against real expense scenarios, and review security and access controls at every stage.
Launch + Monitor + Iterate
Go live confidently. We monitor performance, catch issues, and optimize based on data.
Expense management in action
See what's possible
Common expense scenarios processed through SmartDocs
Receipt to Reimbursement
- Reimbursed within days, not weeks.
Policy Violation Caught Early
- Violations caught before reimbursement, not after.
Month-End Expense Close
- Fewer errors. Faster close.
FAQ
Common questions
Everything you need to know about submitting, approving, and reconciling expenses.
How do employees submit expenses?
Employees capture a receipt with their phone or upload one from email, and SmartDocs extracts the vendor, amount, and date automatically. Expenses can be categorized and submitted in under a minute, from the mobile app or the web.
How are expense policies enforced?
Each expense is checked against your policy automatically—spending limits, allowed categories, and required receipts—before it reaches an approver. Out-of-policy expenses are flagged with the specific rule that was triggered, so employees know why.
Who approves expense reports?
Approval routes to the right manager or cost center owner automatically, based on your organization’s structure. Approvers can review and approve from a mobile device, and multi-level approval is supported for higher amounts.
What happens when an expense doesn’t match policy?
Out-of-policy expenses are flagged as exceptions and routed to the employee’s manager for a decision, instead of blocking the whole report. You can see exactly which line items are flagged and why before approving.
Can we set different limits for different roles or departments?
Yes. Spending limits, allowed categories, and approval chains can all vary by role, department, or cost center, so travel policy for a sales team can differ from a back-office team without needing separate systems.
Can you work with our existing tools and vendors?
SmartDocs integrates natively with SAP ECC, S4HANA, and S4 Public Cloud, Oracle PeopleSoft and EBS, Microsoft Dynamics, Infor, Aptean, SharePoint, Google Drive, Azure Blob Storage, and OnBase, along with standard SSO providers. Approved expenses sync directly into your GL or payroll system for reimbursement, with no manual re-entry required.
Can employees track the status of a reimbursement?
What if we're not sure where to start?
That’s normal, especially if your current process is a mix of spreadsheets and manual approval. Our team will walk through your current policy and approval chain with you, identify the biggest sources of delay, and lay out a realistic path to automating them.