Use case · Employee Experience
Stop making people wait weeks for their own money.
Procapy turns an expense claim into a photo, a tap and a payout date. The policy explains itself at the moment of submission, approvals move on their own, and every employee can see exactly where their reimbursement is without asking finance.
The problems
Sound familiar?
Employees have stopped complaining to you and started complaining about you.
The expense process comes up in exit interviews. New joiners are warned about it in their first week. The engagement survey has a comment about reimbursements every quarter, and it is never a kind one.
Your benefits are generous on paper and unworkable in practice.
A monthly wellness allowance, a per diem that depends on grade and city, a learning budget that rolls over, a remote-work stipend for some roles and not others. HR designed it well. Finance runs it from a spreadsheet, and it breaks every time someone changes grade.
Reimbursement takes weeks, and nobody can say why.
A claim submitted on the third is paid on the twenty-eighth, if the manager approved it before the cut-off, which nobody told the employee about. Meanwhile the employee has paid for the client dinner on a personal card and is carrying the balance.
The policy is a PDF nobody has read.
Fourteen pages, last updated three years ago, sitting in a shared drive. Employees find out what is claimable when a claim is rejected. The rejection says “not in line with policy” and nothing else.
“Has my claim been paid yet?”
The same question arrives by chat, email and in the corridor, dozens of times a week. Finance answers it by opening three systems. The employee asks again next week because nothing has changed and nobody told them.
Your new use case with Procapy
What employee experience looks like once Procapy runs it.
Submit a claim in the time it takes to photograph a receipt.
Take a photo, forward an email, or send the receipt over WhatsApp. ProcAI reads the merchant, date, amount and tax, suggests the category, and pre-fills the claim. The employee checks it, adds the reason and submits from their phone before they have left the restaurant.
Policy that speaks at the point of submission.
Limits, eligible categories and required evidence are enforced by the policy engine as the claim is built, not after it is rejected. Soft rules produce a warning with the rule stated in plain language. Hard rules block the submission and say what to change. Nobody needs to open the PDF.
Your benefit model, encoded.
Allowances by grade, role, location or team, with monthly caps, annual caps, rollover rules and eligibility dates, are configured once and applied automatically. Each employee sees their remaining balance on every benefit before they spend it. When someone changes grade, their entitlements change with them.
Per diem and mileage without the spreadsheet.
Daily rates by country, city and grade are applied from the travel dates, with partial days and meals-provided deductions handled by the rules. Mileage takes a distance and a vehicle type and returns an amount. The employee enters the trip, not the arithmetic.
Approvals that move.
Managers approve from mobile with the policy check already done, so a claim that is in order takes a tap. ProcApprove reminds, escalates past the SLA and delegates around leave. A claim no longer waits three weeks because one person was travelling.
Reimbursement runs on a schedule people can rely on.
Approved claims are collected into a payout batch on a fixed cadence, weekly or whatever you choose, paid to the bank details the employee holds on their own profile, in the currency of the claim or the currency of payroll. The cut-off is published on the claim itself, so the employee knows when to expect the money before they submit.
Status the employee can see for themselves.
Every claim shows its stage: submitted, with the manager, with finance, in the next payout batch, paid, together with the expected payment date. The employee is notified at each step. The question “has it been paid yet” is answered on their screen, not in your inbox.
Rejections that explain themselves.
A rejected claim states the rule it failed, what is missing and what to change, and can be corrected and resubmitted in place. The approver picks a reason rather than typing “see policy”. The employee learns the rule once and does not trip over it again.
Advances, cards and claims in one place.
Cash advances are issued, tracked and settled against the claims that follow. Corporate card transactions are matched to the receipts as they are photographed, so the employee reconciles their statement by attaching evidence rather than retyping lines. Out-of-pocket, advance and card spend are all in the same claim history.
A single place for the whole conversation.
A question from finance, a request for a better receipt, or a note from the manager sits on the claim itself, with a notification to the employee. Nothing is lost in a chat thread, and the employee sees the full history of their claim from submission to payment.
See your expense policy running from an employee’s phone.
Bring your policy and your allowance rules to a 30-minute session and we will configure the first claim flow live.