I. Overview

AI Expense Coding helps users code expenses faster by automatically recommending Expense Types and Description based on historical expense data and learned coding patterns.

The feature is designed to improve coding efficiency while maintaining user control. AI-generated values remain fully editable and are clearly identified throughout the system, allowing users to review, accept, or modify recommendations before submission.

In addition, the system provides transparency through audit history and workflow acknowledgements, ensuring users can easily distinguish between AI-generated and manually entered values.

II. Getting Started

To turn on AI Expense Coding for your account, reach out to your ProSpend account manager or support team - they'll get it set up for you.

A few things to know before you start:

• Your data is used only to train your own organisation's AI model. It's never used to train another client's model - your recommendations come from a model built solely on your own expense history.
• You'll need at least 3 months of expense history. The AI needs enough past data to learn your organisation's patterns before it can start making recommendations.
• Initial setup takes a little time to process once requested - we'll let you know when it's ready.
• The model keeps learning automatically. Once it's running, it updates itself on a regular weekly schedule, incorporating new expenses (and any corrections your team makes) so recommendations keep improving over time.

III. High-Level Features

IV. UI Navigation

1. AI Expense Recommendations for Expense Type and / or Description

AI recommendations are generated for new expenses created through UI, file import, or document scanning.

The system uses the following fields to recommend an Expense Type:

• Entity/Department
• Claimant ID
• Claim Type:
  • Cash Claim
  • Card Claim
  • Travel Account
• Expense Amount
• Supplier

AI recommendations for the Description field are generated based on a combination of:

• Entity/Department
• Claimant ID
• Claim Type:
  • Cash Claim
  • Card Claim
  • Travel Account
• Expense Amount
• Supplier
• Expense Date
• Expense Type

AI recommendations are only generated when:

• For Expense Type:
  • No initial Expense Type has been populated or mapped.
    • Expense types defaulted based on the Expense Type Match rules or MCC rules will take precedence over the expense types recommended by ProSpend AI.
  • Supplier and Expense Amount fields need to be populated.
     
• For AI Description:
  • Description hasn't been populated. An existing Description will not be overwritten by the AI recommendation.
  • The Supplier, Expense Amount, and Expense Type fields are populated

Where the AI recommendations are shown:

a. Claim - Expense Rows

b. Expense Details

c. Sample Expense Type and Description AI Recommendations

AI Recommendation Indicators

The system displays visual AI indicators to show the recommendation confidence level of AI-generated values.

Confidence thresholds are predefined by the AI prediction model and are not configurable at the client level.

Editable AI Recommendations

AI-generated recommendations remain fully editable and do not restrict user input.

Users can:

• Review AI-generated recommendations
• Replace the recommendation with their own selection

The AI acts as a recommendation only and never prevents users from entering or selecting alternative values.

2. Workflow Acknowledgement

Before certain workflow actions can be completed, users must acknowledge AI-generated values.

• Submit

• Approve

• Finalise

The acknowledgement confirms that:

• AI-generated values have been reviewed
• User accepts responsibility for submitted coding
• Claim can proceed to the next workflow stage

3. Audit History Tracking

The system maintains a complete audit trail of AI Coding activities to provide transparency into how expense values were assigned and subsequently updated.

Audit history allows users to understand whether a value originated from AI recommendations or was manually entered or modified by a user.

What is Recorded

• AI-Generated Recommendations: When the system automatically generates an Expense Type recommendation, an audit entry is created (This entry is only visible to admin)

• User Modifications: If a user updates an AI-generated value, a separate audit entry is created to capture the change
• AI Acknowledgement: When a user acknowledges that a claim contains AI-generated values, the acknowledgement is recorded in the audit history.

4. My Spend Page

My Spend page provides visibility into claims that have AI Expense Coding. An AI indicator is displayed within the Alert column for claims that contain AI-generated values such as Expense Type or Description recommendations. This allows users to quickly identify expenses that have been coded with AI assistance and may require review.

Filtering AI-Assisted Claims

Users can also locate AI-assisted claims through the Alert Filter dropdown.