Order Form Descriptions

 

Overview of Product Descriptions


Expense Audit

AppZen Expense Audit integrates with a customer’s expense management system to perform a real-time audit of every line item in their expense reports. It can cross-reference expense reports with receipts and thousands of online sources and extracts key information from a receipt to catch duplicates, out-of-policy spend, incorrect amounts, suspicious merchants or attendees, and excessive spend. Expense Audit provides AppZen standard audit models that cover the most common expense audit scenarios.

Expense Audit provides access to AppZen Mastermind, an AI-first platform and foundation of AppZen’s Expense and Autonomous AP applications. Through Mastermind, Customers can configure new AI models and extend standard audit models.

Expense Audit also provides access to Analytics for Expense Audit -- dynamic, AI-driven spend insights on AppZen audited spend data. It provides a view of spend, risk, and risk-management operational performance, with standard and customizable charts, dashboards, and metrics. Analytics provides standard benchmarks for spend, risk, and operational performance against industry peers to enable Customers to identify areas of excellence and opportunity. 

Also included is Bulk Data Export for Expense Audit. This provides the ability to create scheduled expense line level detail extracts that can be posted to Customer’s preferred SFTP destination. The extracted details per line include AI model metadata which customers can leverage to run analytics on their preferred platform.

Single sign-on for Expense Audit provides a standards-based user authentication solution that integrates with Customer’s identity provider application through SAML, OpenID Connect, or OAuth. It improves the login experience for users and allows administrators to easily provide or revoke access to users through their identity provider application of choice. Single sign-on supports service provider authentication flow.

Team Intelligence

Team Intelligence allows customer’s managers visibility into the spend of their team. Customers have the ability to: (1) understand expense misconduct; (2) ensure internal controls are met by validating each expense report against company policies; (3) identify the highest-risk employees; and (4) distinguish one-off mistakes from larger trends of errors, waste, and fraud. Customer can identify and automatically approve low risk expense reports and invoices to allow approvers to focus on the high-risk items.

Sandbox

Sandbox provides a production quality environment for Customer to configure and test new configurations and changes before they are applied to Customer’s production environment. It also provides an area where customers can train new users. Sandbox can be configured to connect to Customer’s non-production expense automation system. Sandbox code version will be the same as that of production. Data and configurations cannot be copied over between sandbox and production. License limited to 10% of annual production capacity without incurring additional transaction fees. 

Autonomous AP Full Automation

Autonomous AP automates the processing of non-digital invoices (pdf and standard images) from receipt (inbox) to posting to Customer’s ERP systems. Upon receipt, invoice data is extracted and validated, PO and accounting policies are applied, invoices are checked for duplicates, exceptions reviewed and corrected by accounts payable staff before being posted to the target (ERP) system. 

Autonomous AP, Extract and Audit

Autonomous AP automates the extraction and duplicate auditing of non-digital invoices (pdf and standard images) from receipt (inbox). Upon receipt, invoice data is extracted and invoices are checked for duplicates. 

Expense Audit Standard Models


Below is the list of the Expense Audit standard models available.

  1. Amount Verification: The Amount Verification model ensures that the amount submitted for an expense line is below a specific threshold, broken down by cash (personal credit card or cash currency) and credit (corporate card).
  2. Amount Verification by Expense Type: The Amount Verification by Expense Type checks for specific expense types and ensures that the submitted amount is below a specific threshold, broken down by cash (personal card or cash currency) and credit (corporate card).  
  3. Automated Receipt Verification The Receipt Verification checks if the user input data matches the receipt data picked up by AppZen's OCR. 
    • Validates there is an existing receipt.
    • Verifies the amounts match between the user input data and receipt.
    • Checks that the tip amount falls outside a specified variation set in AppZen.
    • Matches the date on the receipt against the user input date. 
    • Reads handwritten digits on receipts (English only), but does not include handwritten text or signatures.
    • Searches for a total sum of user input amount across receipts that have more than one page.
  4. Cash line Validation: This model will validate the credit card number on the receipt of a Cash (out of pocket) expense line against a Customer provided list of Corporate Credit Card numbers.  If there is a match, AppZen will flag this as High Risk since the employee is reimbursing a Corporate Credit Card transaction that is potentially already paid out.
  5. Daily Meals Limits: This model detects if the user's daily meal cost is greater than the threshold set. 
  6. Expense Age Check: This model analyses the receipts to determine if the receipt submitted is beyond the required submission date range 
  7. Receipt Itemization Verification: This model is specifically for hotels and meals, AppZen can read a receipt and determine if it is providing itemized details. We strongly recommend enabling this model for AppZen to find Unauthorized Spend such as Alcohol and Room Upgrades that can otherwise be hidden in non-itemized receipts.
  8. Duplicate within a report: The Duplicates Within a Report analyzes receipts for the date, amount, and merchants to find duplicate claims within a report.  
  9. Duplicates across reports: This model searches across the reports of the employee who submitted the expense, as well as across all other employees' reports to detect any duplicate receipts. The receipt image submitted in the report will appear alongside the receipt image that has been identified as a duplicate of the receipt submitted. In doing so, auditors will be able to cross-reference the information within the two receipt images to verify the duplicate. If no matching receipts are found, the model analyses receipts and user input for parameters such as date, amount, and more to find duplicate claims across reports.
  10. Merchant Category Check: This model searches the merchant on the web to verify if the merchant is associated with any questionable activity including adult entertainment, movie theaters, spas, golf, etc. MCC Codes are used (AppZen also looks for MCC codes in Credit Card transactions).
  11. Restaurant Price Check (Merchant Price Check): This model performs an internet search (e.g. Yelp) to verify the average amount that a meal should cost for an individual, and validate it against the cost and number of people an employee has submitted within their expense report.
  12. Unauthorized Expenses: The Unauthorized Expenses model reads receipts to identify expenses that the Customer has identified as unauthorized per their expense policy. Typical examples include tobacco products, alcohol, spa treatments, first-class upgrades, etc. 
  13. Weekend Expense Check: The Weekend Expense Check looks at the date on user input and the receipt to validate if a purchase was made on a Saturday or Sunday (or another designated day).
  14. Non-Conforming Receipt: The Non-Conforming Receipt determines if an employee uploaded a valid receipt. Some examples of non-conforming receipts are handwritten receipts, sticky notes, random photos, and blurry receipts. 
  15. Anti-Corruption and Bribery Check: The Anti-Corruption and Bribery Check performs an FCPA (Foreign Corrupt Practices Act) check, searching against US/Global databases (e.g., Government, FBI most wanted, news sites, etc.) to match attendee names submitted within a receipt for an expensed meal. 
  16. Healthcare Professional Check (HCP): The Healthcare Professional Check analyses business attendees to determine if medical professionals are listed. It cross-references the US National Provider Identifier Registry (NPI) to spot expense reports that have a healthcare professional tagged as an attendee. 
  17. Manager as Attendee: The Manager as Attendee checks if the attendee list on an expense report includes the submitter’s manager. This model requires the synchronization of the Customer employee directory with the AppZen product.

App Store Models 


The models listed below are not part of the standard 17 models. Check out our website to request more information on the App Store models and an AppZen representative will contact you with the next steps on the model that you are interested in. 

1. Fapiao Receipt Validation - Flag as high-risk if a FAPIAO is missing from a CNY receipt, for expense type that requires fapiao and that the customer has not excluded. This model checks for business titles and tax code, vendor name consistency, fapiao format, and official stamps.

2. Advance Booking Check - Ensure compliance with advanced booking policies by flagging air and rail transportation expense lines as high or medium risk if the booking date is less than a certain time period (for example, 14 days) before the travel date. This model will use the extracted dates from an Airfare or Train receipt and compare it to the transaction date, and flag if there is a difference of less than 14 days.

3. Gift Form Check - Flag expense lines for configured expense types if a gift card approval form is not attached to the expense line. This model will flag expense lines for expense type "55541 - Payments to Subjects" as high risk if both an itemized receipt and GWU gift card approval form are not attached to the expense line.

4. Tax Detection - Flag expenses when sales tax is detected on the receipt. This App is relevant for universities and nonprofit institutions that are exempt from sales tax. This model will search for and flag high risk whenever sales tax is located on a receipt, this only applies top-card expense lines that are over $750. This app enables customers to track the amount of tax that is being spent on corporate card transactions. It flags expenses when tax is detected on the receipt. For example US sales tax, VAT or BTW.

5. Hotel Billing Check - Ensure that hotels correctly bill your organization when required by company policy. This App checks all hotel receipts for a valid company billing entity and flags the expense when the organization name is missing. This model will check the images on any Hotel-related expense and will flag high risk if there is not a customer-specific entity listed on the image.

6. Rental Car Accessories - Customize audit to flag unauthorized car rental expenses such as Budget's Roadside Safety Net (RSN) or Avis's Select n Go Upgrade (SGU) option. This model is an extension of the Unauthorized Expenses model. The model will flag high risk if RSN (Roadside Safety Net) or SGU (Select n Go Upgrade) are detected on a Car Rental receipt.

7. Alcohol Check for Grants - For universities and research institutions, government grants often forbid using funds to purchase alcohol. This App makes it easy to flag alcohol purchases tied to specific grants. AppZen Mastermind AI even recognizes alcohol brands and can differentiate between subtle distinctions like a beer and a root beer float. This model is an extension of the Unauthorized Expenses model. The model will flag high risk if alcohol is detected on the same expense line as a grant expense. Grant expenses are determined by a custom field that gets sent over in the expense report payload.

8. Allowable Alcohol Check - This model Identifies how much of a meal was spent on alcohol, and flag as high risk when the percentage is higher than policy allows. This model enhances the Alcohol Unauthorized Items category and flags High Risk if items identified as alcohol make up more than 30% of the total amount on Meal and Entertainment receipts. It will calculate the percentage of alcohol detected on a receipt and will update the risk message to include the percentage.

9. Attendee Type Check - This model identifies meal and entertainment expense limits for specific business guest attendees and government employees. Flag 100% of meal and entertainment expenses that exceed defined thresholds for each guest type. This module helps organizations stay in compliance with FCPA or the Sunshine Act.

10. Expense Sub-Type Check - The Expense Sub-Type Check App allows corporations to configure custom sub-expense types, set threshold limits, and flag sub-expense types that exceed these threshold values. For example, a manager may allow their team members to buy work-from-home office equipment, such as an office chair, with a limit of $200. This App can configure "office chair" as a sub-expense type of work-from-home supplies and assign the appropriate risk levels based on dollar amounts. This App is an extension of the Amount Verification Expense Type model already included as part of the Autonomous Expense Audit solution.

Reduce manual work & enforce company policy

  • Create custom sub-expense types tied to expense line items
  • Apply appropriate threshold limits against the sub-expense type amounts
  • Flag sub-expense type risk as high, medium, or low based on threshold values

11. Missing Document Detection - For life sciences companies, compliance with the Sunshine Act is critical but labor-intensive. AppZen can help identify whether sign-in sheets are attached to expenses that require them. Though the Sunshine act is limited to the US, sign-in sheets are applicable to other countries. This model gives the customer the ability to automate their health care professional compliance check for a custom HCP sign-in sheet and checks if the sheet was submitted in an expense report. This model helps healthcare customers ensure compliance with the HCP Sunshine Act.  

The Act requires companies to keep records among other things, meals and snacks purchased when entertaining any healthcare professional guests.

12. Keyword Audit - Identify and flag user-defined, high-risk keywords on a wide variety of expense-related fields and sources. For example, receipt images and business purposes. This model is an extension of the Unauthorized Lexicon Flagging model and will flag high risk if a specific set of lexicons are detected and the expense line amount is greater than the respective threshold.

The lexicon model gives a customer the ability to add words or terms that are not out-of-the-box high-risk flags in AppZen, primarily in the unauthorized category.

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