EXPENSE REPORTS
RECEIPT PROCESSING AUTOMATION
A photo of a receipt becomes a checked, categorised expense line in seconds. Company policy applied automatically, data ready for your accounting system — no one retyping anything.
checked expense line
report processing
dates and VAT
per merchant
THREE PEOPLE.
ONE RECEIPT. HOURS LOST.
A single dinner receipt passes through three pairs of hands before it becomes a reimbursement. None of them adds anything to it — they copy it, check it, and pass it on.
The employee collects receipts for a month
Taxi slips in a wallet, hotel invoices in an inbox, a lunch receipt photographed and forgotten. At month end it all has to be found again, sorted and typed into a form — usually after hours, and always later than finance would like.
The manager approves without really checking
Approving line by line against the travel policy takes time nobody has, so the report is either signed off on trust or held up for days. Both outcomes cost something: the first in compliance, the second in goodwill.
The accountant re-does the whole thing
Every amount is re-read, every VAT figure recalculated, every cap and category checked against policy, and then the whole report is retyped into the accounting system. One illegible receipt is enough to stop the entire reimbursement run.
Until the expense report is processed, that cost is invisible — not in the budget, not in the forecast, not in the month-end close.
THE SOLUTION, STEP BY STEP
handles the whole expense cycle autonomously, involving finance only where a human judgement is actually needed.
Capture from anywhere
A photo from a phone, a PDF attached to an email, a WhatsApp message, or a file pushed from a connected app.
Read any receipt
Faded thermal slips, foreign-language invoices, crumpled tickets — no template per merchant, no training set.
Extract the data
Merchant, date, total, VAT rate and amount, currency, payment method and the line items behind it.
Apply your policy
Each expense is categorised, assigned to a cost centre and checked against caps, limits and eligible expense types.
Human review
Only breaches and low-confidence items reach a person, with the reason and the evidence attached.
Export to your systems
Validated expenses go into your accounting software through the integration you use, or out as a structured file.
IN ACTION
From the receipt photographed at the table to the expense line waiting in your accounting system — the whole flow, with no screens skipped.
READING THE RECEIPT IS EASY. APPLYING THE POLICY ISN'T.
Any scanner app can pull a total off a receipt. The work that actually takes time is everything after: which category it belongs to, whether it's within the cap, what the VAT was, and what it's worth in your reporting currency.
As it arrives
As finance needs it
Your policy, applied automatically
Per-person caps, eligible expense types, cost centres, date ranges. RIV4 checks each expense against the rules you already have on paper and flags what falls outside them, with the reason attached.
Any currency, any language
A receipt in Polish, an invoice in dollars, a ticket in Japanese. RIV4 reads it and converts amounts into your reporting currency using the rate on the date of the expense — no setup per country.
Scored, not guessed
When a total is unreadable or a category is ambiguous, RIV4 doesn't pick one at random. It surfaces the alternatives with a confidence score and remembers the decision for next time.
Every corrected expense makes the next one more accurate — merchant by merchant, category by category.
EXPENSE REPORTS,
BEFORE AND AFTER
Same receipts, same policy, same accounting system. What changes is how much of it a person has to do by hand.
CLEAN DATA,
STRAIGHT INTO YOUR TOOLS
is not an expense management suite and doesn't replace your accounting software. It produces validated expense data and delivers it where you already work.
Works with your accounting software
Data is delivered through native APIs, connectors or middleware — the same integration model already running on SAP, Business Central, Zucchetti and TeamSystem environments.
Exports in the format you need
Structured files for import into your management system, analytical exports for reporting, or a REST API your team can call directly.
Reads from your master data
Cost centres, projects, employees and expense categories are pulled from your systems, so every expense lands already coded the way you code it.
Secure by design
SSO authentication, dedicated API credentials and GDPR-compliant processing, with data held in the EU.
Multi-currency, multi-language
Receipts in any language and any currency are read and converted out of the box — nothing to configure when a new country is added.
Every document, one platform
Expense reports run on the same engine as your delivery notes, orders and invoices — one integration, one place to look.
…and any ERP, accounting or expense system exposing an API or a supported integration layer.
WHO IT'S FOR
Finance & Administration
Finance departments processing hundreds of expense reports a month across departments, cost centres and VAT rates.
Sales Organisations
Reps on the road every week, generating meals, fuel and hotel receipts that need to be reimbursed quickly to stay fair.
Professional Services
Firms that re-invoice travel costs to clients and need every expense tied to the right project and engagement.
Industry & Manufacturing
Technicians travelling between sites, submitting expenses alongside work reports from the field.
Transport & Logistics
Fuel, tolls and overnight costs collected across a fleet, in multiple countries and currencies.
Multi-site Organisations
Companies with offices in several countries, where every branch has its own currency, language and local receipt formats.
WHAT CHANGES IN EXPENSE MANAGEMENT
Expense report automation produces results that are visible from the first reporting cycle and measurable against your own baseline.
-80% time
Month end stops being a bottleneck
Finance reviews exceptions instead of retyping receipts. The same team absorbs peak travel seasons without extra hands.
Up to 100% policy coverage
Every expense checked, not sampled
Caps and eligible categories are applied to every single line, not just the ones someone had time to look at.
Real-time
Travel spend visible as it happens
Costs land in your systems as they're incurred, so budgets and forecasts reflect this month instead of last.
EMPLOYEE, MANAGER, ACCOUNTANT: NO MORE TIME LOST ON EXPENSES
Book a demoFAQ
Everything you need to know about expense report automation
Common questions about automated receipt processing and AI-driven expense management with RIV4.
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Expense report automation uses AI to read receipts and invoices — a photo, a PDF, a scan — and turn them into structured expense lines that are categorised, checked against company policy and ready for your accounting system. Instead of an employee typing a form and an accountant re-checking it, RIV4 extracts every field and flags only what needs a human decision.
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Yes. Thermal receipts, creased slips and photos taken at an angle in bad light are the normal case, not the exception. RIV4 reads them without a template per merchant. When a figure genuinely can't be read with confidence, it's surfaced for a quick check rather than guessed.
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However they already do. A photo taken on a phone, an email forwarded with the invoice attached, a WhatsApp message, or a file pushed from an app you've connected to RIV4. There's no separate habit to learn, which is usually what makes expense tools fail.
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Yes. Per-person caps, eligible expense types, cost centres and date rules are applied to every expense as it's processed. Anything outside the rules is flagged with the reason attached, so the manager sees what's wrong instead of re-reading the whole report.
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Yes, with no configuration per country. RIV4 reads receipts in any language and converts amounts into your reporting currency using the rate on the date of the expense, keeping both the original and converted values on the record.
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RIV4 extracts the VAT rate and amount from the receipt and separates them on the expense line, including on documents that mix rates — a hotel invoice with accommodation and breakfast, for example. How that VAT is then treated for recovery stays with your accounting system and your advisors.
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No. RIV4 is not an expense management suite and doesn't process reimbursements or payments. It's the document layer in front of the system you already use: it reads, validates and structures the data, then delivers it through an API, a connector or a structured export.
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Three things decide whether it gets used: how receipts get in (if employees have to change their habits, adoption drops), how much still has to be checked by hand once the data is captured, and whether the output actually fits the accounting system you already run. Extraction accuracy matters, but it's the policy checking and the integration that decide how much time finance really saves.
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Because RIV4 doesn't need a training set or a template per merchant, most teams go live within a few weeks. The main variable is connecting to your accounting system and mapping your policy rules and cost centres, not teaching the system to read receipts.