# Expense Approval: Check Claims Against Policy Source: https://maito.app/workflows/review-expenses-against-policy Maito checks each new expense claim in Ramp against your policy and tells the approver which claims are clean and which break a rule, with the reason. Expenses get checked against the policy before a person approves them. [Finance](https://maito.app/workflows/team/finance) · When something happens · Updated October 19, 2026 Works with - Slack - Email - Ramp ## How 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 1. Read the expense and receipt 2. Check against policy 3. Flag what breaks it ## Example Loop run: 5 new expense claims in Ramp **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 When something happens Review expenses against policy 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 ### Which expense tool does it use? Ramp, connected through MCP. ### Does it approve or reject claims? No. It reports which claims match the policy, and a person approves. It only messages people after you tell it to. ### Where does it get the rules? From your expense policy, which it keeps as company knowledge and quotes by section. ## More finance workflows - [Log and match every invoice Invoices from email get read, logged and matched to purchase orders. Finance · When something happens Works with Gmail, Microsoft 365, QuickBooks, Xero.](https://maito.app/workflows/log-and-match-every-invoice) - [Prep the month-end close checklist Know which close tasks are done, late or blocked. Finance · On a schedule Works with Linear, Asana.](https://maito.app/workflows/prep-the-month-end-close-checklist) - [Explain a budget variance See why spending is over or under budget, line by line. Finance · When you ask Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/explain-a-budget-variance) - [Chase overdue invoices Customers with overdue invoices get polite, correct reminders. Finance · On a schedule Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/chase-overdue-invoices) - [Build a forecast scenario Ask "what if" and get the forecast redone with your assumptions. Finance · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/build-a-forecast-scenario) - [Write the monthly finance pack Management accounts, charts and commentary drafted for the leadership team. Finance · On a schedule Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/write-the-monthly-finance-pack) [See all workflows](https://maito.app/workflows) ## Put your AI teammate to work. Set it up in minutes. Start with this one, and let it earn the next one. [Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Freview-expenses-against-policy)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)