II. Feature Detail

A. Pre‑requisites & Configuration

a. Download and Install the Latest ProSpend App on your iOS or Android Device

1. Go to App Store or Google Play.
2. Search for “ProSpend” and install the app.
   1. https://apps.apple.com/ph/app/prospend-expense-manager/id1500361294 - minimum version - 1.4.0
   2. https://play.google.com/store/apps/details?id=com.expense_manager.ems - minimum version - 1.3.0
3. To receive the Push Notification on your Mobile Devices:
   1. When launching the ProSpend app for the first time, the system will prompt you to enable push notifications.
      1. To opt in: Select Allow when prompted.
      2. To enable later: Go to your device settings, locate the ProSpend app, and toggle notifications on.
   2. If you no longer wish to receive these notifications, you can disable them at any time through your device settings.
4. Ensure you have a valid account from ProSpend and use your login.

b. Aligning Push Notifications with Email Configuration

Push notifications rely on the existing email settings. If an email notification is disabled in your ProSpend instance, the users won’t receive both emails and push notifications for that action. For example - disabling claim submitted emails prevents the approver from receiving both email and mobile push notifications.

B. Mobile Push Notifications

After turning on push notifications, you will receive real-time updates for the following activities:

Spend Created

The following notification will be received by the claimant. This notifies the claimant that a new expense claim or an invoice has been automatically created and is ready for them to review and submit. Clicking the notification redirects the user to the spend screen.

IOS	Android

Spend Status Change

The following notification will be received by the claimant. This notifies the claimant whether their spend was approved or rejected/returned. Clicking the notification redirects the user to the spend screen.

IOS	Android

Spend Submitted

The following notification will be received by the approver. This informs the approver that a specific spend has been submitted for approval. Clicking the notification redirects the user to the spend screen.

IOS	Android

Spend Cancelled

The following notification will be received by the claimant. This informs the claimant that a specific spend has been cancelled and by whom. Clicking the notification redirects the user to the spend screen.

IOS	Android

Spend Submit Reminder

The following notification will be received by the claimant. This reminds claimants that a spend is overdue for submission to their approver. Clicking the notification redirects the user to the spend screen.

IOS	Android

Spend Approval Reminders

The following notification will be received by the approver. This notifies the approver that a spend submitted to them is overdue for approval. Shows the submission date and asks them to log in and action it. Clicking the notification redirects the user to the spend screen.

IOS	Android

First Expense Claim Created

The following notification will be received by the cardholder or the claimant. This welcomes the claimant to expense management for their new card. Explains they can update expenses via mobile or desktop. Clicking the notification redirects the user to the spend screen.

IOS	Android

New Unlinked Cards

The following notification will be received by the admin. This alerts the administrator that a credit card feed contains cards that are not linked to any claimant in ProSpend. It includes the count and asks the admin to review and link them. Clicking this notification will take the user to the homepage or login screen. Please note that administrative features must be accessed via a desktop browser.

IOS	Android

Card Issued

The following notification will be received by the cardholder. This notifies the cardholder they have been issued a new card and where to find it in ProSpend (Cards screen under Treasury). Clicking the notification redirects the user to the cards screen.

IOS	Android

Card Order Cancelled

The following notification will be received by the cardholder. This notifies the cardholder that their pending card order was cancelled. Shows the card type and the lifetime limit that had been requested. Tells them to submit a new request if they still need a card. Clicking the notification redirects the user to the card request screen.

IOS	Android

Card Status/Limits Changed

The following notification will be received by the cardholder. This notifies the cardholder that there are changes to their cards. Clicking the notification redirects the user to the cards screen.

IOS	Android

Low Balance Notification

The following notification will be received by the admin. This warns the finance team that a currency balance pool used for virtual cards has dropped below the minimum threshold. Cards linked to this pool may not be able to transact until funds are added. Advised them to log in to the web app to check their balance.

Clicking this notification will take the user to the homepage or login screen. Please note that administrative features must be accessed via a desktop browser.

IOS	Android

Supplier Updated

The following notification will be received by the claimant. This notifies the claimant that the supplier on their invoice/PO has been updated and they can now take action (submit/approve/etc.). Clicking the notification redirects the user to the supplier invoice or PO screen.

IOS	Android

If multiple invoices or POs are updated, the notification will indicate the count of updated invoices.

IOS	Android

Supplier Validation Acknowledged

The following notification will be received by the claimant. This notifies the claimant that the supplier on their invoice has been validated and they can now submit the invoice. Clicking the notification redirects the user to the supplier invoice screen.

IOS	Android

Supplier Validation Updated

The following notification will be received by the claimant. This notifies the claimant that a payer has acknowledged/bypassed the supplier validation check for their specific invoice and they can now submit it for approval. Clicking the notification redirects the user to the supplier invoice screen.

IOS	Android

If multiple invoices or POs are updated, the notification will indicate the count of updated invoices/POs.

IOS	Android

Close Purchase Order

The following notification will be received by the claimant. This notifies the claimant that their Purchase Order has been closed, showing the supplier name, PO Number, and total amount. Clicking the notification redirects the user to the purchase order screen.

IOS	Android

Reopen Purchase Order

The following notification will be received by the claimant. This notifies the claimant that their Purchase Order has been reopened, showing the supplier name, PO Number, and total amount. Clicking the notification redirects the user to the purchase order screen.

IOS	Android

Invoice Payment Info Acknowledged

The following notification will be received by the claimant. This notifies the claimant that a payer has acknowledged the discrepancy in their invoice's payment info and they can now log in and submit the invoice. Clicking the notification redirects the user to the supplier invoice screen.

IOS	Android

Invoice Payment Info Updated

The following notification will be received by the claimant. This notifies the claimant that the supplier's payment information has been corrected and they can now submit their invoice. Clicking the notification redirects the user to the supplier invoice screen.

IOS	Android

If multiple invoices are updated, the notification will indicate the count of updated invoices.

IOS	Android

Approver Changed

The following notification will be received by the previous approver. This notifies the original approver that a spend previously assigned to them has been reassigned to someone else and shows who the new approver is. Clicking the notification redirects the user to the spend screen.

IOS	Android

If multiple spend records are reassigned, the notification will indicate the count of reassigned claims.

IOS	Android

New Note Added

The following notification will be received by the claimant. This notifies them that the payer has added a note to their spend, showing the spend type and spend ID. Clicking the notification redirects the user to the spend screen.

IOS	Android

Delegate Assigned

The following notification will be received by delegated users. This informs them that they have been assigned as a delegate and lists all claimants, along with the count of accounts they now represent. Clicking the notification redirects the user to the spend screen.

IOS	Android

If a user has multiple delegated accounts, the notification will display the total number of active delegations.

IOS	Android

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OCR Assist

I. Overview

We are introducing OCR Assist which is an optional, self‑service feature in ProSpend that lets users directly review, correct and output OCR data for AP invoices. Instead of waiting for ProSpend to fix rejected scans, users can open OCR Assist from the invoice, adjust any incorrectly extracted or missing fields, and output the document so the invoice becomes editable and ready for submission. All OCR processing and re‑processing actions taken in OCR Assist are tracked in the invoice audit history for transparency and accountability.

If OCR Assist is enabled, ProSpend won’t be processing the rejected invoices. Clients will need to process those documents themselves.

 

OCR Assist isn't available in the mobile app.

 

 

II. Feature Details

 

A. OCR Assist UI

The OCR Assist is a new feature that provides a dedicated OCR Assist screen where users can view the OCR results for a given uploaded invoice. Key data is extracted from the document, populated into the OCR Assist UI, and then transferred to the invoice once it has been output.

To access the OCR Assist UI, click into an invoice that is in OCR Review Required status or access it through the actions menu on the invoice record. See Invoice Statuses for more information.

The OCR Assist UI will be a modal and shall contain the following:

1. File
2. Spend ID
3. Upload Date
4. Last Scanned
5. Last Updated
6. Status
7. Extracted document data (e.g., Supplier Name, Document No., etc.)

In the invoice spend record actions, hovering over the OCR Assist button will display a tooltip describing its function.

Another user is already using OCR Assist

If a second user tries to open OCR Assist for an invoice that is already being edited in the OCR Assist screen, they will see a prompt explaining that another user has OCR Assist open. This is to avoid two people overwriting each other’s changes at the same time.

Before closing, make sure to Exit or Save any active document to avoid data loss and document locking.

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B. Invoice Statuses

The invoice may be in one of these statuses:

a. Scanning

In ProSpend, Scanning is the initial system status of an invoice spend record. Upon invoice upload, an invoice spend record is generated immediately with the status Scanning. While in Scanning, the OCR extraction runs and validations are applied to the extracted data.

Clicking on the spend will direct you to the OCR Assist UI. However, please take note of the following scenarios:

Accessing the invoice spend record when scanning is in progress

When scanning is still in progress and the spend is clicked, the user will see a prompt asking to proceed manually updating the values or use the automatic extraction.

If the user selected “Edit in OCR assist“

1. Users can fill the OCR Assist UI fields by tapping a field and selecting the corresponding data from the document. Manual data entry works, but it should be the lowest priority option.
2. Fields are initially empty or partially populated with extracted data; however, users can manually edit and save them.
3. If the user saves the document manually, it may stop its own OCR process, meaning the user's edit will take precedence.
4. If users close the OCR Assist UI and want to access it again, they can do so via the actions menu.

 

Clicking into the invoice when the scanning hasn't started

When the OCR process hasn’t started, the user will see a prompt saying that the OCR process hasn’t started yet

If the user selected “Edit Invoice Anyway“

1. Users can manually input values into the Invoice Spend Record, bypassing the OCR Assist automatic extraction
2. At this point, the OCR Assist button in the Invoice Spend Record won't be available, preventing the user from accessing the OCR Assist UI

 

b. OCR Review Required

In this stage, scanning is complete, but one or more validations failed and require human intervention.

Typical activities in OCR Review Required status could include:

1. Field completeness checks
   1. Invoice date, invoice number, supplier, etc.
2. Format & consistency checks
3. Missing required fields

Correcting these fields

They can correct those fields directly in OCR Assist by clicking into the invoice. To reopen the OCR Assist UI, click the OCR Assist button in the upper-right corner of the page.

c. Not Submitted

Not Submitted is the stage where the OCR (and any validation) has already run. The user has confirmed/output the OCR-assisted data via the OCR Assist UI or the system automatically scanned and output the document without anyone using OCR Assist. At this point, the invoice is now ready for submission.

Making edits in the OCR Assist

At this stage, the invoice spend record is complete and the data has been extracted. To update the extracted data for OCR training purposes, select 'OCR Assist' from the 'More Actions' (three dots) menu. Please note that changes made here will only train the OCR Assist and will not update the actual claim data.

Before entering OCR Assist, the user will see a warning modal.

Clicking the “Edit in OCR assist“ button opens the OCR Assist for training purposes.

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C. History

a. Invoice Spend Record – History

We will show a history log on the Invoice Spend Record. This will include data specifically for changes made via OCR Assist, so the users can track how invoice data evolved over time. On an Invoice Spend Record, there is a History button. When the user clicks History. It will show actions performed via OCR Assist on that invoice, including:

1. Date/Time & User
   1. When the change happened and who did it
2. Action
   1. OCR Assist Update:
      1. Field (which invoice field changed)
      2. From (old value)
      3. To (new value)
   2. It must log these scenarios:
      1. Initial Output (Scanning status)
         1. Scenario: User edits and submits OCR Assist output while invoice is in Scanning.
         2. Log: All fields with their values from that OCR Assist output.
3. Important note:
   1. The system do not log outputs coming from System —those are already handled by the existing UI history.

D. Multiple Workflows

There will be instances where the documents will be routed to multiple OCR Workflows. For example: Documents will undergo an initial header-only scan, followed by a secondary line-level scan.

In these cases:

1. Invoice may re‑enter Scanning or Validating status.
2. Users may need to re‑process and output the document again.

Please reach out to your Account Manager if you want to know more about OCR Assist or want to enable it in your ProSpend instance.

 

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