What if every expense claim arrived already checked against the policy, the receipt and the card?
doesn't just scan a receipt. It:
Expense management is two manual jobs stitched together. Kognify runs them as one verified flow.
Before a cost is incurred, someone weighs the request against policy and budget - then, weeks later, someone else keys the receipts, checks the VAT, pairs them with the card statement and settles the advance. Both halves are slow, repetitive and entirely manual today. Multiply that by every employee, every trip, every month - while the duplicates and personal items hide inside the claims everyone signs off.
One operator, both halves of the expense lifecycle.
Kognify Expense Handling covers the decision before the spend and the paperwork after it. Each part works on its own - and together they close the loop, because what was approved is exactly what every receipt is verified against.
Intelligent Expense Requests
Kognify reads each request, applies your policy, budget and limits, and decides whether it is clear to approve or needs a person - with the full reasoning attached.
- Policy, limits and budgetChecked on every request, line by line
- Clear cases approvedInside policy and budget - approved on the spot, or queued for one-click sign-off if you prefer
- Edge cases routedRepresentation, over-limit or unusual trips sent to the right person, reason attached
- Plain-language rulesConfigured by finance, not IT - live immediately
Expense Document Handling
Kognify reads receipts, fiscal slips, invoices and card statements, recalculates them, matches each line to what was approved and paid, and hands a clean, ledger-ready record to finance.
- Any formatPhone photo, scan, PDF, e-invoice, paper slip
- Totals & VAT recalculatedEvery line solved, VAT treatment decided
- Matched to its sourcesRequest, travel order, card line and advance
- Ledger-ready outputPosted to finance / ERP with cost center and project
Kognify doesn't just capture the receipt. It verifies the expense.
The reason a finance team can trust the result is what happens on every document, every time. Not data entry with a reviewer as the safety net - AI that reads, understands, recalculates and matches, with a check after every step. Here is the path each expense takes:
- Multi-method readingCrumpled fiscal slips, faded thermal paper, photos at an angle
- Foreign documentsAny EU language and currency, converted at the rate of the day
- Fiscal details capturedMerchant, VAT number, fiscal device and receipt number, payment method
- Completeness checkAnything unclear? Re-read with heavier methods
- Expense typeLodging, travel, meals, representation, fuel, per diem
- Employee, trip & cost centerLinked to the travel order, project and cost center it belongs to
- Business vs personalMinibar, private nights and extras separated line by line
- Your configuration appliedCompany categories, accounts and nomenclatures
- Every line solvedLines, VAT and totals recalculated against the printed receipt
- Policy limitsHotel caps, per diem, meal limits, tolerances, pre-approvals
- VAT treatmentDeductible or not - company invoice vs. receipt, representation flagged
- Your validationsCustom checks run, custom fields derived
- Request & travel orderApproved amounts, dates and destination
- Card transactionsEach card line paired with its receipt - missing receipts surfaced
- DuplicatesSame receipt twice, or card spend claimed again as cash
- Advance settlementAdvance netted, amount due to or from the employee proven
of expenses come out verified - read, checked against policy and matched
- Ready for reimbursement and posted straight to finance Read
→Checked→Matched→Posted - Every claim available for review at any timeReceipt, request, card line and reasoning side by side.
- Approvals can stay onPer team, per amount or per category - your choice.
are out of policy, missing a receipt, duplicated or don't match
- Clearly marked with a bright red or yellow status Red - stopsYellow - your rule
- Exactly which line and which ruleThe minibar on the hotel bill, not "the hotel bill".
- Reasoning on every lineRouted to the right manager with the evidence attached.
Six ways verified expenses change the finance function.
This is more than a faster approval inbox. When every request, receipt and card line is checked the day it lands, expenses stop being a monthly chore and become a controlled, visible cost line.
Reimburse in days, not weeks
Claims are verified on arrival, so employees are paid on the next run instead of waiting for a review queue to clear.
Stop the leakage
Duplicates, personal extras and card spend claimed again as cash are surfaced on every claim - not found by sampling months later.
A policy that is actually applied
Caps, per diem and pre-approvals applied identically to every employee, every time - with the reason shown when something is off.
Card programme under control
Every card transaction paired with a receipt; missing receipts are requested from the employee before the statement is settled.
Clean VAT & tax treatment
Deductible VAT separated from non-deductible, representation tagged for its tax treatment, foreign VAT identified on every line.
Spend visible by team and trip
Ask in plain language - "travel spend per team this quarter" - and get the breakdown and chart. Live, without a BI project.
Aware of the whole trip. Every receipt verified against it.
One employee, one business trip, one month - every source connected. Kognify knows where each document sits in the process: it reads what employees, merchants and the card issuer send, syncs what your team creates, and checks every line against everything already on file - so the settlement is proven before the month closes. This is the fully connected picture, not a requirement - Kognify works with requests and receipts alone, and every source you add makes verification stronger.
Configured the way you'd onboard a colleague.
No IT consultants, no deployment cycles. Finance writes policy and rules in plain language and sees changes live immediately - so the system keeps pace with a new travel policy or a new tax rule without a developer queue.
Natural-language policy
Spend limits, categories, approval thresholds and per-team quirks - written as instructions, not code.
Changes live immediately
A new travel policy or VAT rule? Business users adjust it directly - no developer ticket, no wait.
VAT & value validation
Recomputes totals and validates VAT and category coding against your tax rules and nomenclatures.
Conversational reporting
Ask in free text - "travel spend per team last quarter" - and get a breakdown plus chart. No BI project.
Fits your finance stack
SAP, M-Files, SharePoint, MS Teams. Webhook-driven hand-off to Power Automate and downstream systems.
Part of the Kognify Platform
One of multiple AI operators on our enterprise platform - the foundation of a full Business AI adoption plan.
Auditable by design - every decision explained.
Every approval, status and posting Kognify produces is explainable, logged and traceable, on infrastructure that meets EU financial-services standards.
Built on the same engine that runs our invoice processing.
Expense Handling shares Kognify's document-understanding and verification core - the same engine proven in production across Bulgaria's largest companies. Backed by structured onboarding and support, not optimism.
Serving some of the largest companies in Bulgaria.
The same document-understanding and verification engine, already in production across finance, banking and other regulated industries.
As one of Bulgaria's leading courier companies, we process thousands of invoices every month. With Kognify, in the very first month of deployment we achieved over 98% successfully processed invoices - even while the system was still being tuned. The system independently identifies discrepancies and escalates only genuine exceptions. That gives us confidence without losing control.
See it run on your own expenses this month.
Free POC in under 2 weeks; first pilot in production in under a month - with a dedicated one-month 'Frictionless Onboarding' period where we fine-tune the system to your policy and your documents.