Receipts and Expense Claims Agent
The Receipts and Expense Claims Agent reads till slips, receipts and expense claims sent by WhatsApp, email or photo, extracts the supplier, date, amount and VAT, and checks whether the document supports an input tax claim and complies with your expense policy. It codes each item and matches it to the right card or bank transaction, leaving only the exceptions for review.
Ideal forBookkeepers
The difference
From 2-3 minutes per receipt to 20-30 seconds
Your finance team closes the month without a pile of unmatched card transactions and chases only the receipts that are genuinely missing.
Done by hand
2-3 minutes per receipt
With the Vanine agent
20-30 seconds
Time returned to your team
85%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Input tax that stands up
A faded till slip without the supplier's VAT number may not support an input tax claim. The agent checks each receipt for the details SARS expects and flags the ones that do not qualify.
Receipts from wherever people send them
Clients and staff send slips by WhatsApp, email and photo, often weeks late. The agent collects them all in one place and matches them to transactions automatically.
Policy applied fairly to everyone
Expense claims outside policy cause disputes and leakage. The agent applies your rules consistently and gives approvers a clear reason for every flag.
Capabilities
Every till slip captured, VAT-checked and matched without anyone typing it in.
Built for bookkeepers, accounting practices, in-house finance teams and expense administrators at South African businesses that process receipts and staff expense claims.
Receipt data extraction
Reads printed and photographed till slips, invoices and claims and captures supplier, date, amount, VAT and payment method.
VAT validity check
Checks receipts against tax invoice requirements under section 20 of the VAT Act, including the supplier VAT number, and flags blocked input tax such as entertainment.
Expense policy review
Tests claims against your expense policy, including limits, approved categories and required approvals, and explains every exception.
Account and VAT coding
Codes each receipt to the right account, VAT code and cost centre using the client's or company's rules.
Transaction matching
Matches receipts to card and bank transactions and lists unmatched transactions that still need a slip.
Duplicate detection
Spots the same receipt submitted twice, by the same or different people, before it is reimbursed or claimed.
How it works
From your systems to a result you sign off
Line managers approve expense claims and the bookkeeper approves postings. Reimbursements are released through your normal payment approval.
Connect the places your receipts and claims already live.
Receipts and claims from WhatsApp, email, photo uploads, Dext or Hubdoc, plus card and bank transactions from your accounting system. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Dext and Hubdoc
- Xero, Sage and QuickBooks Online
- WhatsApp and email receipt capture
- SA bank and card statement feeds
Runs continuously as receipts arrive, with the review queue available in Teams or OpenAI Frontier.
Coded and matched receipts attached to transactions in Xero, Sage or QuickBooks, and an exceptions list for review.
Step by step
- 01
A receipt or claim arrives by WhatsApp, email or upload.
- 02
The agent extracts the details and checks VAT validity and policy.
- 03
It codes the item and matches it to a card or bank transaction.
- 04
Exceptions and missing slips go to the review queue.
- 05
Managers approve claims and the bookkeeper approves postings.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Extract every slip in the batch"
- batch
- March claims
- policy
- Travel and subsistence
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your receipts and claims never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your receipts and claims stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your receipts and claims. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR RECEIPTS AND CLAIMS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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