Procapy

Solution · Capy Expense

From a receipt in a pocket to money in the bank, without the chase.

Capy Expense runs employee expenses end to end inside Procapy. Employees snap a receipt and move on, ProcAI reads and tags it, policy is checked before anything is submitted, managers approve from their phone, and finance pays one clean reimbursement run that is already in the ledger.

Book a 30-minute walkthroughSee the workflow step by step

The workflow

One flow, five steps, from receipt to reimbursement.

Every step hands a complete, policy-checked expense to the next one. Nothing is typed into a spreadsheet, nothing is stapled to a form, and both the employee and finance can see exactly where a claim is at any moment.

  1. Step 1

    Capture

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    Owner: Employee

    Snap it, forward it or import it. ProcAI does the typing.

    The employee photographs a paper receipt, forwards an e-receipt or picks a card transaction from the Capy app, in the moment, from wherever they are. ProcAI reads the merchant, date, amount, tax and currency and turns the receipt into a structured expense line before the coffee is cold.

    What Procapy does

    • Photo, email, PDF or card transaction, captured from mobile in seconds
    • Merchant, date, amount, tax and currency extracted by ProcAI, with the image kept
    • Foreign-currency receipts converted at the day’s rate, with both amounts stored
    Digital Transformation
  2. Step 2

    Tagging

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    Owner: Employee · ProcAI

    Categorised, coded and filed, with one tap to confirm.

    ProcAI proposes the category, cost centre, project, client and trip from the receipt and the employee’s history, and attaches the line to the right expense report or cash advance. The employee confirms in a tap or changes a tag, and the coding finance needs is done at the source.

    What Procapy does

    • Category, cost centre, project, client, trip and VAT suggested automatically
    • Lines grouped into reports or set against an open cash advance, in one place
    • Corrections learned, so the same expense is tagged right next time
    Centralised expenses
  3. Step 3

    Governance checks

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    Owner: ProcAI · Finance policy

    Policy is enforced before the claim exists, not at month end.

    Before a report can be submitted, Procapy checks every line against your expense policy: per-diem and meal caps, receipt thresholds, allowed categories and budget. Duplicate receipts are caught, and anything out of policy is flagged to the employee with the reason, so finance never has to bounce a claim back.

    What Procapy does

    • Per-diem, meal and category limits applied per employee grade, entity or country
    • Duplicate receipt detection across employees, reports and card feeds
    • Missing receipts, out-of-policy lines and budget overruns held back with a clear reason
    Zero Expense Leakage
  4. Step 4

    Approve

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    Owner: Manager

    Managers approve from their phone, with the receipts in view.

    ProcApprove routes the report through your approval matrix, by amount, cost centre, project or entity, to the line manager and then to finance where policy requires it. Approvers see the lines, receipts and policy result on the same screen, and reminders and escalation run on their own.

    What Procapy does

    • Multi-level routing from your delegation-of-authority matrix, per entity
    • Approve, reject or query a single line from mobile, with the receipt attached
    • Reminders, out-of-office delegation and SLA escalation so no claim waits on one person
    Employee Mobility and Satisfaction
  5. Step 5

    Reimburse

    ·

    Owner: Finance

    One reimbursement run, advances netted, and already posted to the ledger.

    Approved reports land in a reimbursement run on your schedule. Procapy nets open cash advances, pays each employee to their verified bank account, and posts the journals to your accounting system with every receipt and approval linked. The employee watches the status move from Approved to Paid in the app.

    What Procapy does

    • Reimbursement runs built by pay date, entity and bank, with advances settled automatically
    • Every payment posted to Dynamics, SAP, Xero, QuickBooks or ABSS with receipts attached
    • Real-time status for the employee, from Submitted to Paid, without asking finance
    Realtime statusAudit Readiness

Benefits

What your employees and your finance team get back.

The six things companies ask us for are not features you switch on. They are what happens when the five steps run as one process, for the person spending and the person paying.

  • Digital Transformation

    No paper forms, no stapled receipts, no envelopes to the finance desk. Every expense is captured, stored and approved digitally, with the original image kept.

  • Employee Mobility and Satisfaction

    Employees submit from the road and managers approve from their phone. Claims stop piling up until the end of the month, and people get paid sooner.

  • Zero Expense Leakage

    Policy limits, receipt rules, budgets and duplicate checks run before a claim is submitted. Out-of-policy spend is caught at the source, not discovered in an audit.

  • Realtime status

    Every employee sees where each claim is, from Submitted to Paid. Finance stops answering “has my expense been paid yet?”

  • Centralised expenses

    Reimbursements, cash advances and card spend live in one place, per employee and per report. Advances are settled against claims automatically.

  • Audit Readiness

    Every line has a category, a receipt, a policy result and an approver. When the auditors come, the trail is already assembled.

Key features

The capabilities behind the flow.

Each step of the workflow is powered by a specific part of Procapy. Together they replace the expense forms, spreadsheets and email threads your team runs today.

  • ProcAI receipt capture

    Reads photos, e-receipts and PDFs into merchant, date, amount, tax and currency, in Indonesian and English, with the original image kept.

  • Smart tagging

    Category, cost centre, project, client, trip and VAT proposed automatically and confirmed in a tap. Corrections are learned.

  • Expense policy engine

    Per-diem, meal and category limits, receipt thresholds and allowed merchants, by employee grade, entity or country, enforced before submission.

  • Cash advances

    Request, approve and pay advances in the same flow, then settle them automatically against the expense report that follows.

  • Corporate card feeds

    Card transactions imported and matched to receipts, so card spend is coded and approved like any other expense.

  • Capy mobile app

    Capture, tag, submit and approve from a phone. Employees and managers never need to be at a desk to move a claim.

  • ProcApprove approval engine

    Multi-level, conditional routing from your delegation-of-authority matrix, with delegation, reminders and escalation.

  • Reimbursement runs

    Runs built by pay date, entity and bank, with advances netted and each employee paid to a verified account.

  • Accounting integrations

    Journals, payments and receipts posted to Dynamics, SAP, Xero, QuickBooks or ABSS, so the ledger is always current.

FAQ

Questions finance teams and employees ask us.