The Challenge
Expenses don’t arrive in one tidy batch. They trickle in over weeks as team members return from client visits, forward vendor invoices, or simply let a receipt sit in their inbox until someone asks for it.
- Receipts and invoices arrive from dozens of vendors across multiple inboxes, with no consistent format or timing
- Finance teams spend hours manually searching email threads and asking employees to track down missing documentation
- Late or lost receipts delay reimbursement cycles and create friction between finance and project teams
- Nobody has full visibility into what’s pending until someone goes looking for it
The Autohive Solution
ProjectWorks Expense Filing continuously scans your Gmail inbox for messages that contain receipts and invoices, whether they’re in the email body or attached as PDFs and images.
Automatic Email Scanning
The agent searches your Gmail folders for messages containing receipts and invoices, including attachments, so nothing gets missed simply because it’s buried in a thread from three weeks ago.
Intelligent Data Extraction
Vendor name, transaction date, total amount, GST and reference numbers are lifted directly from the document, whether it’s a PDF or a photo, without anyone retyping a single field.
Automatic Claim Filing
Once the details are extracted, the agent reads your live Projectworks clients, projects and tasks, then matches and files the expense claim against the correct one, ready for review.
Benefits
- Full visibility for finance teams - See all pending reimbursements without manually searching emails or chasing employees for receipts
- Faster processing times - Claims move from inbox to filed expense in minutes rather than days
- Fewer late submissions - Receipts get captured as they arrive instead of piling up until month-end
- Reduced administrative burden - Employees don’t need to change how they already communicate about expenses
How It Works
- Connect your inbox - Link Gmail or Microsoft 365 to the agent
- Ask the agent to check your inbox - It scans for receipts and invoices, including attachments
- Review the filed claims - The agent extracts the details, matches them to the right client and project, and files them in Projectworks for approval
Getting Started
- Sign up at app.autohive.com
- Connect your integration from the marketplace
- Configure your automation
- Deploy your agents
