Reading documents and checking expenses with AI

AI can read a photo or PDF of an ID document or a receipt, and copy what it shows so nobody has to type it. Clear rules also check expense claims for the same receipt or the same expense claimed twice. AI never saves anything to a record by itself, and it never approves, rejects or holds a claim. A person checks every value and makes every decision.

Contents: Who can use it · Turning it on · Reading an ID document · Reading receipts · Expense checks · Privacy and safety · FAQ

Who can use it

It's on every plan. Roles get these permissions on the Roles screen, under AI in HR:

• Read ID documents and receipts with AI: AI document reading (Use). Saving the values still needs the usual rights: changing employee profiles, changing identity fields for birth date and parents' names, and adding identity numbers.
• See expense checks: Expense checks (List). You see checks only for the employees you can already see.
• Run a check again, ask AI to explain it, mark it cleared or a concern: Expense checks (Review).

Employees don't need a permission to have their own receipts read. Roles that could already approve expense claims get the expense check permissions. Roles that could change the AI settings for HR or change employee profiles get document reading.

Turning it on

Both are off until an administrator turns them on in HR → Settings → AI in HR → Features:

• Reading ID documents and receipts (area Documents and writing)
• Expense duplicate and fraud checks (area Expenses)

You can turn each on for every country or only for some. A person who chose Do not use AI on my data in My HR is left out: their receipts aren't read and their claims aren't checked.

Reading an ID document

AI reads national ID cards, passports, driving licences and work permits. Photos (JPEG, PNG, WebP) and PDF files up to 5 MB work.

1. Open the employee and choose Read ID with AI. Upload a photo, or pick an ID document that's already in the employee's documents. You can also use it when you add a new employee, to fill in the form.
2. AI shows what it found: name, full legal name, date of birth, gender, parents' names, address, document number, issuing country, issue date and expiry date. Anything it couldn't read clearly is left empty, never guessed.
3. Tick the values to keep and correct any that are wrong.
4. Choose Save to employee. Profile fields go to the employee's profile, and the number and dates are added to the employee's identity numbers. If you read a stored document, its number and dates are updated too.
5. If the reading is no good, choose Discard.

Each reading can be saved once. The AI decision log records whether you kept the values as read or changed them.

What happens to the file: an uploaded photo is read and then thrown away. It isn't stored. To keep the document, upload it to the employee's documents, where it's kept for as long as its document type says.

Reading receipts

When the switch is on, every receipt added to an expense claim is read by itself. The claim shows what AI found (merchant, date, total, currency and tax) next to the receipt as Read by AI. Use the values to fill in the expense line, and check them against the receipt. Nothing is filled in until you save the line.

To try again, for example after a clearer photo, choose Read again. If AI couldn't read the receipt, you see the reason and type the values yourself as usual.

Expense checks

A claim is checked when it's submitted. Each finding adds points to a score from 0 to 100:

Finding	What it means
Receipt used by another person	The same receipt file is on someone else's claim
Receipt used before	The same receipt file is on another claim or line
Same expense twice	Same date, amount, currency and category on another claim or line
Same amount within a few days	Same amount and category within 3 days
Receipt doesn't match	The total or date AI read on the receipt differs from the line
Unusually high	Far above the usual amount for the category
Just under the limit	Between 90% and 100% of the policy's limit for one expense
Round amount	A whole round figure such as 100.00 or 500.00

A score of 60 or more is High, 30 or more is Medium, and the rest is Low. A claim with no findings is marked Clean.

Where: HR → AI in HR → Expense checks lists the open checks, highest score first. The expense claim page shows the claim's own check to the approver.

For each check you can:

• Explain with AI: a short explanation of what the findings mean together, the innocent reasons they often have, and what to look at. AI isn't told the person's name.
• Mark cleared: nothing is wrong. Give the reason.
• Mark as concern: something needs a closer look. Give the reason, so the approver knows.
• Reopen, or Check again after the claim or its receipts changed.

The check never changes the claim. The approver approves or rejects it as always.

Privacy and safety

• Every AI reading and every check is in the AI decision log, with who decided and why.
• Text written on a document or receipt is never followed as an instruction.
• AI is used only when the switch is on, through your organization's own AI engine or the platform engine, exactly like the other AI features in HR.
• Expense checks look only at your organization's own expense data.

Troubleshooting and FAQ

The Read with AI button is missing. Reading is switched off, or no AI engine is available. Ask an administrator to check AI in HR.

"AI can read photos and PDF files only." Save the document as JPEG, PNG, WebP or PDF and try again.

"The file is too large for AI to read." Use a smaller photo (up to 5 MB).

"You do not have permission to change … fields." Your role can read documents but can't change that part of the profile. Leave that value out, or ask someone who can.

A claim has no check. The switch was off when it was submitted, the person opted out of AI, or it's still a draft. Use Check again once the switch is on.