Workflow · Finance and travel
Photograph the receipt. Documind does the rest.
Take a photo. Documind reads it, checks the policy, and sends the claim for approval.
Photo
Phone photo of a receipt
“A creased fuel receipt from a gas station.”
Email text
Receipt sent by email
“Your taxi ride on 14 October: EUR 35.00.”
Attachment
Hotel e-invoice PDF
“Hotel stay, 2 nights, EUR 480.00.”
See it run
One example from start to end. Tap the answer when Documind asks.
1 · Inbox
Emma Jansen (Sales)
Receipts from the Rotterdam trip
Hi, my receipts from Rotterdam are attached: fuel, lunch and the hotel. Thanks, Emma
Attachments
- fuel-receipt.jpg
- lunch-receipt.jpg
- hotel-invoice.pdf
2 · Documind
- Reads the email
- Reads 2 receipt photos
- Reads the hotel e-invoice
- Not claimed beforePassed
- Gas station VAT ID is validPassed
- Fuel total: the photo is creasedAsked a person
Documind asks
Is the fuel total EUR 81.80 or EUR 81.30?
A colleague picked EUR 81.80
3 · Your systems
Expense claim EXP-2026-0877 sent for approval
- Employee: Emma Jansen
- Fuel: EUR 81.80
- Lunch: EUR 42.00
- Hotel, 2 nights: EUR 480.00
- Sent to the approver, Mark de Vries
- Photos and PDF filed with the claim
Read as text
- Emma emails three receipts from a work trip: two photos and a hotel PDF.
- Documind reads the email, the photos and the PDF.
- It checks that no receipt was claimed before, and that the gas station VAT ID is valid.
- The fuel receipt is creased. The three AI models do not agree on the total, so it asks a person.
- A colleague looks at the spot on the photo and picks EUR 81.80.
- The claim is written into the expense tool and sent to Emma’s approver.
What arrives, what it checks, where it goes
1 · What arrives
- Phone photo of a receipt Photo
- Receipt sent by email Email text
- Hotel e-invoice PDF Attachment
2 · What it checks
-
The receipt was not claimed before.
Passed No earlier claim has this shop, amount and date. -
The amount is within your limit for the category.
Blocked by a rule Dinner is EUR 145.00. Your limit for meals is EUR 100.00. -
The date is inside the claim period.
Passed 14.10.2026 is inside October.
3 · Where it goes
- Claim sent to your approver
- Approved claims added to the payroll list
Arrives · Read · Check · Ask if unsure · Write · Sample data
You decide how careful it is
More careful means more questions for your team. Less careful means more work done by itself. Wrong answers are blocked either way.
- Done by itself
- 4
- Asked your team
- 2
- Blocked by a rule
- 1
- Shop nameHarbor Fuel StationDone by itself
- Shop VAT IDNL859123456B01Done by itself
- Date14.10.2026Done by itself
- VAT on the receiptEUR 14.20Done by itself
- Handwritten taxi receiptEUR 35.00Asked your team
- Fuel total (creased photo)EUR 81.80 or 81.30Asked your team
- Same lunch receipt, sent againEUR 42.00, 14.10.2026Blocked by a rule
Illustration, not a measured rate. Sample data.
Where the data goes
Documind writes the checked result into the systems you already use.
- Expense line in your ERP or expense tool
- Sent to your approver
- Payroll list in Excel
- Retake request to the employee
- Receipt filed with the claim
Any system that can receive an API call or a webhook.
Which teams use it
-
Logistics & trade
Booking emails, delivery photos and rate sheets, read, checked and turned into finished work in your systems.
-
Manufacturing
Customer orders, supplier invoices, delivery note photos and mill certificates, read, checked and written into your ERP.
-
Retail & consumer goods
Supplier invoices, product sheets, return emails and store photos, read, checked and turned into finished work in your systems.
Your data stays with you
- Runs on your own servers. Nothing is sent to an outside AI service.
- Works without internet, on AI models you own.
- Every step is recorded and cannot be changed later. Auditors see who approved what, and when.
- GDPR & KVKK aligned
- SOC 2 Type II in progress
Questions people ask
What if the photo is blurry or creased?
Documind reads what it can. Three different AI models read each amount and must agree. If they do not, it asks a person, or it asks the employee to take a new photo.
Does it read receipts from other countries?
Yes. It reads many languages, including handwriting and accented letters. It reads till receipts, e-invoice PDFs and VAT lines. Local tax IDs are checked with their check digits. Anything unclear goes to a person.
Who approves the claim?
Your approver, in your normal approval chain. Documind never approves money. It prepares the claim, shows where each amount came from, and flags what breaks your policy.
How do employees send their receipts?
They email the photo to your expenses address, or upload it in a browser. One email can carry several receipts. Documind splits them into separate lines.
Does it handle company card statements?
Not in this workflow. A card statement feed is a separate setup. Receipts for card payments still come in as photos or emails and get the same checks.
Map your process with us. Go live in the demo.
In the demo we look at how receipts and expense claims reach your finance team today. Then we put your first expense workflow live, on your own systems.