Review expenses against policy
Expenses get checked against the policy before a person approves them.
Finance · When something happens · Updated
Works with
- Slack
- Ramp
Slack
RampHow do you review expenses against policy?
To review expenses against policy, give Maito your expense policy and connect Ramp. When claims arrive it checks each one for receipts, limits and covered items, separates the clean ones from the ones that break a rule, quotes the policy section, and asks the claimant or manager what is missing.
How it's done today
Approvers click approve without reading.
What Maito does
- Read the expense and receipt
- Check against policy
- Flag what breaks it
Example
Loop run: 5 new expense claims in Ramp
5 new claims in Ramp. 2 are clean. 3 break the policy. • Marcus, $214 dinner, Oct 14: no receipt attached. • Lena, Chicago hotel, 3 nights at $289. The limit is $220 a night, so $207 is over. • Priya, $96 dinner with 2 glasses of wine, solo trip. Alcohol isn't covered when nobody else is at the table. Policy: section 4, Travel and meals. Lena's claim also matches a $289 charge on the same night in Priya's trip to Chicago, so that may be a split booking. I haven't approved or rejected anything.
@Maito ask Marcus for the receipt, and tell Lena's manager about the hotel.
Done. I've messaged Marcus asking for the Oct 14 receipt and will tell you when it arrives. Lena's manager has the claim and the $220 limit. I'll check back Thursday.
Maito (9:20 AM):
5 new claims in Ramp. 2 are clean. 3 break the policy.
• Marcus, $214 dinner, Oct 14: no receipt attached.
• Lena, Chicago hotel, 3 nights at $289. The limit is $220 a night, so $207 is over.
• Priya, $96 dinner with 2 glasses of wine, solo trip. Alcohol isn't covered when nobody else is at the table.
Policy: section 4, Travel and meals. Lena's claim also matches a $289 charge on the same night in Priya's trip to Chicago, so that may be a split booking.
I haven't approved or rejected anything.
Sam (9:31 AM):
ask Marcus for the receipt, and tell Lena's manager about the hotel.
Maito (9:32 AM):
Done. I've messaged Marcus asking for the Oct 14 receipt and will tell you when it arrives. Lena's manager has the claim and the $220 limit. I'll check back Thursday.
How to set it up
- Ask your agent
“When someone submits an expense claim in Ramp, check it against our travel and expense policy and post anything that breaks it in #finance-approvals so the manager sees it.”
- Connect expense tool
- Ramp
Not connected yet? Your agent sends you a link to sign in.
What it won't do
Maito applies the policy as written. It cannot judge exceptions, and it does not approve or reimburse anything.
Questions
Ramp, connected through MCP.
No. It reports which claims match the policy, and a person approves. It only messages people after you tell it to.
From your expense policy, which it keeps as company knowledge and quotes by section.
