Financial Claims
Management System
The Challenge
Claims arrive by email and paper. Policies are unclear. Duplicates slip through. Approvals take too long and settlements are late. Finance teams chase receipts while managers lack a single view of liabilities. Audits are slow and error prone.
Our Solution
A controlled workflow for all financial claims. Submit, validate, approve, and settle in one place. Standardize claim types and policies. Auto check for duplicates, limits, and budgets. Route to the right approvers. Attach receipts and documents with a full audit trail. Post to finance systems without rekeying.
Key Benefits
- Faster settlements with structured intake and automated routing.
- Fewer errors through policy rules, duplicate checks, and required fields.
- Better control of spend with budgets, limits, and approvals by threshold.
- Clear accountability from role based access and complete audit logs.
- Real time visibility of outstanding claims, cycle time, and accruals.
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Key Features
Unified intake
Web forms for employees, departments, and vendors. Templates for travel, petty cash, supplier claims, and project expenses. Bulk upload for legacy items.
Policy and validation rules
Set limits by claim type, role, project, or department. Auto validate receipts, dates, and amounts. Detect duplicates and out of policy submissions.
Approvals and thresholds
Configurable chains with parallel or sequential steps. Auto select approvers by amount, cost center, or project. Delegate during leave.
Budgets and cost controls
Check against budgets and commitments before approval. Hold or split claims when limits are exceeded. Tag to projects and cost centers.
Receipts and documentation
Upload receipts and invoices. OCR for key fields to reduce manual entry. Link supporting documents from the archiving system.
Settlement and payments
Mark approved claims for payment. Export to finance or trigger payment runs. Track status: pending, paid, rejected, returned for info.
Vendor and employee portals (optional)
Allow submitters to track status, fix issues, and update bank details securely.
Reporting and dashboards
Open vs settled, average cycle time, aging, top categories, and out of policy rates. Export CSV and PDF for month end and audits.
Integrations
Connect to procurement, finance/ERP, payroll, and archiving. REST APIs and webhooks for posting and reconciliation.
Security and governance
Role based access, activity logging, and immutable history of changes. Retention and redaction rules for sensitive data.
Accessibility and languages
Desktop and mobile friendly. English at launch. Multilingual support available as an upgrade when required.
Who uses it
Finance and accounts payable teams, department managers and approvers, employees and vendors submitting claims, auditors, and project controllers.