Check each claim against your policy and the accountable-plan rules, surface duplicates, outliers and exceptions as signals for a named approver, and route what cannot be substantiated to payroll.
Every number in this table is a ratio, and the denominator is what matters. Routine receipted claims sit at the bottom The cohorts that carry it are named, not averaged away..
Slice performance — reported separately, not only in aggregateIllustrative example
Slice
Failure rate
Lift
Lift vs. threshold
Status
Per diem claims
7.2%
3.5×
Review
Claims near a window edge
4.5%
2.2×
Review
Flagged duplicates and outliers
2.9%
1.4×
Watch
Routine receipted claims
1.6%
0.8×
Normal
Bar: approver-override-rate lift vs. routine-receipted baseline · scale 0–4.0× · tick marks the 2.0× review threshold2 of 4 slices over threshold
Evidence-linked improvement
A cycle ends in a standing test
A cycle is done when the miss has become a test the next release has to survive. That suite is what the next claim through review is measured against.
Improvement cycle · five stagesSwitchback — the path turns at Improve and returns at Learn
01Detect
Approver-override rate rises in a claim slice.
02Diagnose
The claims themselves come first — the receipts, the policy version read against them and the flags raised — and they are read until the cause narrows to one.
03Improve
Version-stamp the change and attach the claims that exposed it.
04Verify
The affected cases run again, and a fail stops the release.
05Learn
It becomes a standing test, and the policy notes change with it.
Learn → DetectThe return edge. The next detection is measured against a longer suite.
Typical build scope
Twelve workstreams across six weeks
The build scope read against the delivery timeline. Week structure follows the six-week plan — discovery, sources, review workflow, evaluation, integration, then production validation and handover.
WorkstreamWeek 1Week 2Week 3Week 4Week 5Week 6
01Expense and travel policy discovery and boundaries.
02Expense, card and trip source assessment.
03Policy, substantiation and approval-limit rule mapping.
04Claim ingestion and normalisation.
05Policy-check logic and record binding.
06Confidence scoring and flag routing.
07Approver release workflow.
08Expense and payroll integration.
09Substantiation and window cases.
10Guardrails and approval controls.
11Claim-trail instrumentation.
12Deployment, documentation and Agent Care handover.
12 workstreams · 6 weeks · bar shows the weeks a workstream is active — several run in parallelFinal scope and sequence confirmed in discovery
Engagement tiers
What each tier includes
Rows are the capabilities named in each tier's scope. Higher tiers include everything below them.
Capability✓ in scope · — not at this tierPilotOne entity, one policyProductionProduction expense systemsAdvancedMultiple entities / policies
Introduced at Pilot
Checking against your policy✓✓✓
Approver release✓✓✓
Review-quality baseline✓✓✓
Introduced at Production
Reporting by cost centre—✓✓
Approval workflow in your systems—✓✓
Approved write-back—✓✓
Expense-system integration—✓✓
Introduced at Advanced
Multi-entity policy sets——✓
Multi-stage finance approvals——✓
High claim volume——✓
Multi-entity approval controls——✓
Build priceFrom $5,000From $8,000Custom quote
Final build priceConfirmed after discovery based on integrations, workflow complexity, transaction volume, approval controls and deployment requirements.
Separate from buildBuild pricing is separate from recurring Agent Care, which covers managed monitoring, evaluations, incidents and verified improvements after launch.
What we need from you
What you bring, and what we build with it
Each input maps to a piece of build scope and a week in the delivery timeline.
You bringWe build with it
01Your written policy and approval limits→Claim ingestion and policy mappingWeek 1
02Claims you have already reviewed→Review baseline, policy extraction and record bindingWeek 2
03Your substantiation rules and who approves→Policy, substantiation and approval-limit rule mappingWeek 1
04Access to relevant APIs, feeds or exports→Expense, card and trip-record assessment, then integration setupWeek 2
05Claims you would not want reimbursed→Substantiation cases and failure-mode testingWeek 4
06What must reach an approver before money moves→Confidence scoring, flag routing, guardrails and approval controlsWeek 3
07Named approvers to release claims→Approval workflow, then pilot and production validationWeeks 5–6
Nothing else is requiredDeployment, documentation and Agent Care handover are ours.
Delivery timeline
Four phases across six weeks
Phases are drawn over the weeks they actually occupy, which is why week 5 doubles up rather than padding.
PhaseW1W2W3W4W5W6
DiscoveryW1
BuildW2 – W3
EvaluateW4 – W5
Pilot & LaunchW5 – W6
Week focusW1Expense workflow discovery, policy mapping and the automation boundaryW2Expense-system integration and the review baselineW3Review workflow, confidence logic and approval controlsW4Substantiation cases, window guardrails and failure-mode testingW5Payroll integration, pilot claims and targeted correctionsW6One reporting cycle reviewed under finance, then handover
Reading the bandA bar covers the weeks its work is named in, and nothing else. The week 5 overlap is real, not padding.
At the end of W6The last checks clear on live claims and monitoring moves to Agent Care.
DurationSix-week plan shown · typical delivery 4–6 weeks depending on scope confirmed in discovery.
Next step · Travel & Hospitality AI agent
Build an expense agent that flags, and never accuses.
An approval outside the accountable-plan rules is not a policy exception; it is a payroll-tax event, and it attaches to everything paid under the arrangement rather than to the item that was waved through. So bring the three things that decide it — your written policy, the substantiation you actually require, and the named approver who releases money. This is a finance and tax control, not a spend-tracking tool.
