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About the client
The client is a fast-growing fintech company with distributed teams across multiple regions and hundreds of employees submitting expense reports each month. Their finance team was drowning in manual reconciliation, paper receipts, and policy violations that only surfaced weeks after the spend. They needed a platform that could scale with their headcount while keeping every dollar accountable.
75%
Faster Report Processing
90%
Fewer Policy Violations
4x
Faster Employee Reimbursement
Fintech Company
United States
FinTech
Problem Statement
As the client scaled past 500 employees, expense management became a bottleneck. Employees stapled receipts to PDF forms, managers approved over email, and the finance team spent days every month manually keying data into the ERP. Policy violations - out-of-policy meals, missing receipts, duplicate submissions were caught only after reimbursement, making recovery painful.
Manual Receipt Capture
Employees photographed or scanned receipts and typed every line item by hand, leading to errors and lost paperwork.
Email-Based Approvals
Approvals lived in inboxes with no audit trail, causing delays and untraceable sign-offs.
Reactive Policy Enforcement
Out-of-policy spend was only flagged after reimbursement, making recovery and compliance reporting painful.
No Real-Time Spend Visibility
Finance couldn't see departmental burn until month-end close, making budget control impossible.
Key Challenges
The Solution
Ouranos Technologies designed and built a cloud-native expense management platform with AI-powered OCR for receipt capture, configurable approval workflows, real-time policy enforcement, and direct integration with the client's ERP and corporate card programs. Employees submit on mobile in seconds; finance gets clean, categorized, GL-ready data without lifting a finger.
Key Results
Speed & Productivity
- Report processing time reduced by 75% with AI-powered receipt OCR.
- Employees reimbursed 4x faster through automated approval routing.
- Finance team reclaimed 30+ hours per week previously spent on data entry.
Compliance & Control
- Policy violations dropped by 90% with real-time pre-submission checks.
- Full audit trail for every approval, edit, and reimbursement.
- Duplicate-receipt detection eliminated reimbursement fraud.
Financial Visibility
- Real-time dashboards show department, project, and category spend.
- Budget vs. actual alerts notify managers before overruns occur.
- Direct GL sync eliminates month-end reconciliation backlogs.
Our Approach
01. Discovery & Policy Mapping
- Interviewed finance, ops, and end-user employees across teams
- Mapped the full expense lifecycle from spend to GL posting
- Cataloged every spend policy, approval rule, and ERP integration touchpoint
02. Platform Architecture & AI Design
- Designed a modular platform with OCR, workflow, policy, and reporting engines
- Trained a receipt-extraction model fine-tuned on the client's vendor mix
- Planned secure integrations with corporate cards, ERP, and SSO
03. Build, Integrate & Roll Out
- Built mobile and web apps with iterative beta rollouts to selected teams
- Integrated with NetSuite, Amex corporate cards, and Okta SSO
- Migrated historical data and trained employees through in-app guides
Key Modules
Mobile Receipt Capture
- AI-powered OCR extracts vendor, amount, date, and tax
- Snap-and-go submission from mobile in under 10 seconds
- Auto-matching with corporate card transactions
- Offline capture with background sync
Approval Workflows
- Configurable multi-level approval routing by amount or category
- Auto-escalation for stale approvals
- Bulk approval for managers with high volume
- Full audit trail with timestamps and comments
Policy & Compliance Engine
- Pre-submission policy checks block out-of-policy spend
- Duplicate-receipt detection across employees and reports
- Per-diem and mileage rules by region
- SOX-ready audit reports and exports
Technologies Used
- Frontend: React + React Native with TypeScript
- Backend: Node.js + PostgreSQL, event-driven workers
- AI/OCR: Custom-trained vision model with confidence scoring
- Integrations: NetSuite, QuickBooks, Amex, Visa, Okta SSO
FinTech Compnay
Client Thoughts
We went from a finance team that dreaded month-end to one that closes the books in days instead of weeks. Employees actually like submitting expenses now — they snap a photo and they're done. And as CFO, I finally have real-time visibility into where every dollar is going.
FinTech Compnay Team
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