Use case · Audit
Stop rebuilding twelve months of evidence in three weeks.
Procapy keeps the source document, the coding, the approval and the conversation on every transaction from the day it is created. When the auditors arrive, the file is already assembled, the trail is already complete, and your team is already home on time.
The problems
Sound familiar?
Audit season means overtime, every year.
The sample request arrives on a Tuesday. For the next three weeks the team pulls receipts from drawers, approvals from inboxes and explanations from people who have moved teams. Nobody leaves before eight. Then the second sample arrives.
The same expense is coded three different ways.
One office codes client lunches to entertainment, another to travel, a third to marketing. The same software subscription lands in two GL accounts depending on who submitted it. The auditor notices before you do, and now the question is whether anything else is inconsistent.
The receipt is faded, folded, or gone.
A thermal receipt from fourteen months ago is a blank strip of paper. The invoice was attached to an email that left with the employee. The claim was approved on the strength of a photo nobody can find now, and the amount is above the threshold that needs one.
Nobody can show who approved the purchase, or when.
The payment went out, so somebody must have approved it. The approval was a verbal yes in a meeting, or a thumbs-up in a chat group that has since been archived. The auditor asks for the authorisation and the answer is a shrug.
The evidence exists, in seven places.
The receipt is in the expense tool, the approval is in email, the vendor contract is in a shared drive, the explanation is in a Slack thread, and the journal is in the ERP. Assembling one transaction takes an hour. The auditor has asked for sixty.
Your new use case with Procapy
What audit looks like once Procapy runs it.
Every transaction carries its own evidence.
The source document, the data ProcAI extracted from it, the GL and cost centre coding, every approval, every comment and every attachment live on the transaction itself. Pull up a payment from last March and the complete file is on one screen, ready to hand over.
An audit trail that cannot be edited.
Every action on a transaction is logged with who did it and when: submission, edits, approvals, rejections, coding changes, sync to the ledger and payment. Edits create a new version and preserve the old one. Nobody, including an administrator, can rewrite what happened.
Coding that stays consistent across the organisation.
Procapy suggests the GL account and cost centre from vendor, category and history, and learns from your team’s corrections so the same kind of spend lands in the same account regardless of who submitted it or in which office. Finance can lock the mapping for specific vendors or categories, and anything coded against the mapping is flagged for review before it posts.
Receipts captured at the source and kept for as long as you need.
Receipts are photographed, forwarded or sent by WhatsApp at the moment of spend and stored with the transaction as the original image plus the extracted data. A thermal receipt fades; the image does not. Retention periods are configured per entity to match the local statutory requirement, so nothing is deleted before the tax authority is finished with it.
Missing receipts caught at submission, not at audit.
The policy engine requires an attachment above the threshold you set and blocks the claim without one. Where a receipt is genuinely lost, the employee completes a declaration on the transaction and the exception is recorded as such. Your auditor sees a documented exception, not an unexplained gap.
Auditors get their own read-only access.
Give your external or internal auditors a login scoped to the entities and periods under review. They search, filter and download the evidence themselves rather than sending a request list for your team to work through. Their access, and everything they open, is logged as well.
Sampling and exception reports on demand.
Draw a random or stratified sample by amount, vendor, category or period and export the complete file for each item in one pass. Run exception reports for over-policy claims, transactions without receipts, out-of-period entries, split submissions under the approval threshold and anything self-approved. The questions an auditor will ask are answered before they are asked.
Segregation of duties, enforced and evidenced.
Who can create, who can approve, who can release payment and who can change vendor bank details are separate roles, and the system prevents the same person from holding conflicting ones on a single transaction. The role configuration and every change to it are in the same audit log, so you can show the control existed, not only that it was intended.
A period close that finishes on time.
A close checklist lists unsubmitted card transactions, unapproved claims, unsynced entries and invoices without evidence before the period is locked. Once locked, nothing in the period can be altered; late items go to the next period with a note explaining why. The cut-off holds, and you can prove it held.
Numbers that agree with the ledger.
Approved transactions post to your ERP or accounting system with a reference on both sides, so every journal traces back to its source document and every source document traces forward to its journal. A reconciliation report shows anything unsynced or mismatched between Procapy and the ledger before the auditor finds it.
The conversation stays with the transaction.
Questions from finance, clarifications from the requester and decisions from the approver are recorded as comments on the transaction, not in a chat thread that will be archived. When the auditor asks why a payment was made, the explanation is where the payment is.
See your last audit request list answered by Procapy.
Bring the sample request from your most recent audit to a 30-minute session and we will pull the evidence for it live.