Use case · Finance Team Resources
Stop spending senior finance time on data entry.
Procapy takes the capture, coding, checking, chasing and posting off your finance team and runs it automatically. What reaches a person is the exception that needs a decision, not the two hundred routine items that do not.
The problems
Sound familiar?
Three people are doing the work of six.
Headcount stayed flat while transaction volume doubled. The team copes by working late in the last week of every month, and then does it again the next month. Nobody has taken a full week of leave since the last audit.
The same task, every week, by hand.
Open the receipt, read the amount, type it into the spreadsheet, check the policy, code it, forward it. Two hundred times. Then do the vendor invoices. The work is not difficult, which is exactly why nobody should be doing it manually.
Your most experienced people spend month-end matching receipts.
The finance manager you hired for analysis spends the first ten days of the month reconciling card statements against claims and hunting for the one line that does not agree. The variance analysis the CFO asked for is still a draft.
Everything is keyed twice.
The expense is entered in one tool, approved, exported to a spreadsheet, cleaned up, and then typed again into the accounting system. Each transfer is a chance for a typo, a wrong cost centre, or a line that goes missing between the two.
Chasing status has become a job in itself.
Every morning starts with the same thread: who has not approved, who has not submitted, which invoice is stuck with which director. Finance did not create the delay, but finance is the team that spends the day following it up.
Your new use case with Procapy
What finance team resources looks like once Procapy runs it.
Capture that reads the document for you.
A receipt photographed on a phone, an invoice forwarded from email, or a PDF sent over WhatsApp arrives with vendor, date, amount, tax and line items already extracted by ProcAI. The person who submits it confirms rather than types. Finance never re-keys a figure that was already printed on the page.
Coding suggestions that learn from your corrections.
Procapy proposes the GL account and cost centre based on vendor, category, submitter and history. When your team corrects a suggestion, the next similar transaction arrives coded the way you coded the last one. Over time the corrections thin out and the review becomes a glance.
Checks that run before a person is involved.
Duplicates, missing attachments, out-of-policy amounts, unusual vendors and budget overruns are flagged at submission. The policy engine warns on the soft rules and blocks on the hard ones, so what lands in the finance queue has already passed the checks your team used to run by eye.
An exception queue instead of an inbox.
Finance sees the items ProcAI has flagged, with the reason attached, and can approve the rest in a batch. The two hundred routine claims pass through with a filter and a click. The eight that need judgement get judgement.
Approvals that chase themselves.
ProcApprove sends the reminders, escalates past the SLA, and delegates around whoever is on leave. Every request shows its chain, who is next and how long it has waited, so requesters and vendors look it up instead of asking finance. The morning chasing thread goes quiet.
One record, posted to your ERP.
Approved transactions sync to your accounting system with coding, tax treatment, attachment and approval reference attached. Nothing is exported, cleaned and typed again. Sync status sits on each transaction, and anything that fails to post is surfaced for attention rather than discovered at close.
Reconciliation that starts matched.
Corporate card and bank statement lines are matched to claims and invoices automatically on amount, date and merchant. Your team reviews the handful that did not match, not the full statement. The senior person who used to do this on the tenth of the month gets the tenth of the month back.
Reimbursement and payment runs in batches.
Approved claims and invoices are collected into a payout batch on the schedule you set, with a single sign-off and a single file for the bank or the ERP. Individual transfers, individual emails and individual remittance advices stop being individual.
A period close checklist that shows what is outstanding.
Unsubmitted card transactions, claims awaiting approval, entries that have not synced and invoices without a receipt are listed in one view before the period is locked. The team works the list down instead of finding the gaps after the numbers have gone out.
Reporting that is already there.
Spend by cost centre, vendor, project, category and entity is available the moment a transaction is approved, without a spreadsheet being assembled first. The analysis your finance manager was hired for starts from a report rather than from an export.
See how much of your month-end Procapy can take over.
Bring your close checklist and your chart of accounts to a 30-minute session and we will map the manual steps to Procapy live.