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Create an Alert for Unusual Expenses

Preview

This use case is in preview, the conversation shows how the AI Assistant is expected to handle it, and what it answers or does today may differ from this example.

Overview​

Not every alert runs on a schedule. Ask the AI Assistant to look at each expense the moment it is submitted, and to tell the approver when something looks wrong: an expense that may be a duplicate, one without a receipt, or an amount far above what is usual for that type of expense.

The approver receives the notification before approving, with the reason for each exception. Expenses with nothing unusual do not send anything. You review the alert on a card before it is created, including what it would have flagged last month.

The agency, people, expenses and amounts in this example are illustrative. The alert flags expenses for a person to check. It does not approve or reject them.

An example conversation between a finance manager and the AI Assistant, and the notification the alert sends later.

AI Assistant Chat
You

Review newly submitted expenses and explain any exceptions to the approver before approval.

Skilio

I’ll check each expense when it’s submitted and notify its approver only when I find an exception. What should count as unusual?

You

Possible duplicates, missing receipts, and anything more than twice the usual amount for that type.

Skilio
Create alert “Expenses to check before approval”Review these details before I create the alert.
Runs
When an expense is submitted
Exceptions
Possible duplicate, missing receipt, amount more than twice the usual for its type
Levels
Action required for a possible duplicate, Attention for the others
Who
The approver of the expense
Channels
Web, Email
Last month
11 of 236 expenses would have been flagged: 3 possible duplicates
DenyCreate
You

I reviewed the alert and selected Create.

Skilio
CreatedExpenses to check before approval

From now on, each submitted expense is checked as it arrives.

Two days later · Notifications of David Brown, approver
Notifications
Action requiredToday, 11:42
Skilio · Expenses to check before approval

Julia Green · Taxi, €38.50, 3 November may be a duplicate. An expense with the same date and amount was submitted on 4 November and is already approved.

AttentionToday, 11:42
Skilio · Expenses to check before approval

Julia Green · Client lunch, €312, 5 November has no receipt attached, and is about three times her usual client lunch.

AI capability

A second look before every approval

Approvers keep approving as they do today. When an expense needs a closer look, they know why before they open it.

What happens in Skills Workflow

  • Say which expenses to review and what counts as unusual.
  • Check what the alert would have flagged last month.
  • Review the alert and select Create.
  • Open the flagged expense from the notification and decide.

Other ways to ask

“Review newly submitted expenses and explain any exceptions before approval.”

“Flag meals above €60 per person.”

“Don’t flag mileage expenses without a receipt.”

Good to know

  • A possible duplicate is an expense with the same person, date and amount as another expense.
  • An unusual amount is compared with the expenses of the same type in the last 12 months.
  • The alert runs when an expense is submitted, not on a schedule.
  • The approver decides. The alert never changes the expense’s stage.