Kognify Autonomous Expense Handling

Expenses that approve and post themselves

Kognify takes the expense end to end - it reasons over every request, applies your policy, and structures every receipt and invoice. It decides for itself what to approve, what to escalate, and what to post. People handle only the genuine exceptions.

What do we solve? → Contact the team

2-in-1

Request approvals and document handling in a single autonomous flow

60–90%

Less manual effort on expense review and posting

100%

Policy applied on every request - nothing waved through

The Problem

Expense management is two manual jobs stitched together.

Before a cost is paid, someone weighs the request against policy and budget - then someone else keys the receipt, validates the VAT, and posts it. Both halves are slow, repetitive, and entirely human today. Multiply that across every employee, every trip, every month.

✕Approvals sit in inboxes - managers eyeball each request against policy from memory.

✕Receipts, slips and invoices arrive in every format and are re-typed by hand.

✕VAT, limits and category rules are checked inconsistently - or not at all.

✕Posting to the ledger is a separate, manual step prone to miskeys.

✕Month-end becomes a scramble as expense backlog piles up before close.

2 steps

Request approval and document posting are handled separately today - duplicated effort across two teams.

~80%

of expense effort is routine work a machine should do - matching to policy, validating VAT, keying data.

<1%

of expenses genuinely need a human judgement call - yet every one is reviewed manually.

Two Defining Parts

One operator, two halves of the expense lifecycle.

Kognify Expense Handling covers the full picture - the decision before the spend and the paperwork after it. Each part stands on its own, and together they close the loop end to end.

🧠

Part 01 · Before the spend

Intelligent Expense Requests

AI processing and approval or escalation of expense requests. Kognify reads each request, applies your policy, budget and limits, and decides for itself whether to approve or route it to a person - with the full reasoning attached.

Policy, limit and budget checks applied to every request
Auto-approves what is clearly within policy
Escalates edge cases to the right person, with reasoning
Natural-language rules - configured by business users, not IT

🧾

Part 02 · After the spend

Expense Document Handling

Automated handling of invoices, receipts, cash-register slips and other expense documents. Kognify structures each document, validates the values and VAT, and posts a clean, ledger-ready record into your systems.

Reads any format - PDF, photo, scan or paper slip
Structures line items, totals, VAT and supplier data
Validates against your nomenclatures and tax rules
Posts structured output straight to finance / ERP

How It Works

From request to posted entry - one autonomous path.

Most tools shuffle expense data between people. Kognify reasons over it. The request decision and the document posting run as one connected flow, and only true exceptions reach a human.

01📨

Capture request

Employee submits an expense request or a document - in any format, from any channel.

▶

02🧠

Apply policy

Reasons over the request against your policy, budget, limits and category rules.

▶

03🚦

Approve or escalate

Auto-approves what is within policy; pauses and escalates edge cases with full reasoning.

▶

04🧾

Structure document

Reads the receipt or invoice, structures every field, and validates totals and VAT.

▶

05🔗

Post & deliver

Posts a clean, ledger-ready entry into your finance system - SAP and others.

▶

Outcome

🟢

Within policy · ~99%Approved and posted automatically - structured, validated, ledger-ready. No human needed.

🟡🔴

Exception · ~1%Out-of-policy request, missing data, or a validation issue - escalated to a person with full reasoning.

Smart Features

Configured the way you'd onboard a colleague.

No IT consultants, no deployment cycles. Business users set policy and rules in plain language and see changes live immediately.

📝

Natural-language policy

Spend limits, categories, approval thresholds and per-team quirks - written as instructions, not code.

⚡

Changes live immediately

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.

🔌

Integrates with your stack

SAP, M-Files, SharePoint, MS Teams. Webhook-driven hand-off to Power Automate and downstream systems.

🛠️

Part of the Kognify AI Platform

Expense Handling is one of multiple AI Operators on our enterprise platform, enabling a full Business AI adoption plan.

Proven in Production

Built on the same engine that runs our invoice processing.

Expense Handling shares Kognify's document-understanding and decision core - the same engine proven in production across Bulgaria's largest companies. Backed by structured onboarding and support, not optimism.

99.76%

Production success rate across live document-processing clients

~30%

Higher extraction success vs. ABBYY Vantage

100%

Discrepancy detection - problems caught, not waved through

50%

Of clients expand into additional processes within 2 months

🔐 Azure EU · Dedicated Tenant Isolation

📋 GDPR · NIS2 · DORA · PSD2 · EBA

🔍 Full audit trail on every AI decision

⏱️ <3-day issue resolution SLA

🚫 No client data trains public models

Client Voice

Serving some of the largest companies in Bulgaria.

"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."

Tsvetelina Lazarova

Manager, Projects & Relationships, Finance Group · Speedy AD

Also trusted by

Baumax

Minimart

VP Brands

Postbank

TBI Bank

Würth

Veolia · Sofia Water

Sopharma PLC

🤝

Proud Technology Partner

of Konica Minolta Bulgaria

See it run on your own expenses this month.

Free POC in under 2 weeks. Free first pilot in production in under a month. A dedicated one-month 'Frictionless Onboarding' period where we fine-tune the system to your policy and your documents.

Contact the team → kognify.ai

hey@kgnfy.com · +359 878 78 220 · kognify.ai