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Expense-to-Pay Workflow

Metadata​

FieldValue
PhasePhase 3: Aesthetic
FWCR CategoryExpense-to-Pay
OwnerProduct Team
Status🟡 Spec'ing
Linear:BAY-13

Overview​

This workflow handles employee expense submissions, multi-tier approval routing, AI-powered invoice capture, and payment execution.

Goal: Achieve >65% FWCR for Expense-to-Pay by end of Phase 3.

Actors​

RoleDescription
EmployeeSubmits expense reports with receipts
ManagerApproves expenses based on policy
FinanceReviews and processes payments
AIExtracts data from receipts, validates policy

Preconditions​

  • Employee master with department
  • Expense policy configured
  • Bank account configured
  • AI OCR service configured

Postconditions​

  • Expense approved and posted to GL
  • Payment instruction created
  • Bank transaction reconciled
  • Audit trail captured

User Flow​

  1. Submit Expense Report
  2. Attach Receipts → AI OCR Processing
  3. Review & Submit
  4. Approval Routing (threshold-based)
  5. Approve → Post Journal Entry
  6. Payment Run Generated
  7. Bank Payment Executed
  8. Bank Reconciliation

AI Features​

  • OCR for Arabic/English receipts
  • Policy validation
  • Auto-categorization
  • Duplicate detection

Acceptance Criteria​

#CriteriaTarget
1AI OCR accuracy95%
2Approval routingfollows matrix
3Payment timewithin 3 days

Metrics​

MetricTarget
FWCR85%
Approval cycleunder 4 hours

Status: 🟡 Spec'ing Last Updated: May 2026